Companion for using Version 6 of PersonalBrain.

Posted October, 2010
©

2010. TheBrain Technologies LP. All Rights Reserved.

TheBrain, PersonalBrain, Brain, Thought, Thoughts, and Work the Way You Think are trademarks or registered trademarks of TheBrain Technologies LP. Other trademarks or service marks appearing herein are the property of their respective owners.

Table of Contents

Table of Contents
Introduction .................................................................................................................. 1 Thoughts are Information .................................................................................... 1 Dynamic Graphical Interface ............................................................................... 2 Operating Systems ............................................................................................. 2 About this Guide ................................................................................................. 2 Note to Macintosh Users ..................................................................................... 3 Brain Terminology ............................................................................................... 3 Opening Older Brains ......................................................................................... 7 Suggestions for Transitioning to Your New Brain ................................................ 8 A Guided Tour of Personal Brain ...............................................................................10 Part 1: Explore the PersonalBrain Window........................................................ 10 Part 2: Create New Thoughts ............................................................................ 14 Part 3: Find, Add Attachments, Link, and Delete Thoughts ............................... 18 Understanding Thought Relationships ......................................................................27 Families of Thoughts ......................................................................................... 29 Navigating Your Brain .................................................................................................31 Opening Content ............................................................................................... 32 Previewing Thought Content ............................................................................. 32 Pins................................................................................................................... 33 Activating Recent Thoughts: The Past Thought List .......................................... 34 Instant Activation............................................................................................... 36 Customizing Your Brain’s Environment ....................................................................38 PersonalBrain’s Default Settings ....................................................................... 38 Customizing The PersonalBrain Window .......................................................... 39 Using Your Brain in Transparent Mode ........................................................ 42 Switching to Mini-Mode ................................................................................ 43 Maximizing and Restoring the Plex ................................................................... 44 Moving and Resizing the Plex ........................................................................... 44 Customizing Your Brain’s Appearance .............................................................. 45 Themes ........................................................................................................ 45 Wallpaper ..................................................................................................... 48 PersonalBrain Toolbar.................................................................................. 49 Setting Other Preferences ................................................................................. 50 General Preferences .................................................................................... 51 Look & Feel Preferences .............................................................................. 53 UI Preferences ............................................................................................. 56 Views Preferences ....................................................................................... 58

PersonalBrain User Guide

i

Table of Contents

Search Preferences ..................................................................................... 59 Color Preferences ........................................................................................ 61 Advanced Preferences ................................................................................. 62 Accelerators Preferences ............................................................................. 64 Creating Thoughts.......................................................................................................68 Creating a Single Thought ................................................................................ 68 Creating Multiple Thoughts at Once .................................................................. 69 Creating Context-Sensitive Thought Names Using Commas ............................ 70 Swapping a Thought’s Name with its Label ....................................................... 71 Copying Thoughts Within and Between Brains ................................................. 71 Undoing and Redoing Actions ........................................................................... 74 Editing Thoughts and Links........................................................................................75 Renaming Thoughts.......................................................................................... 75 Deleting and Forgetting Thoughts ..................................................................... 76 Selecting Multiple Thoughts .............................................................................. 78 Advanced Selection ..................................................................................... 80 Other Selection Uses ................................................................................... 81 Unlinking Thoughts ........................................................................................... 81 Linking Existing Thoughts ................................................................................. 82 Link to Thoughts Visible in the Plex .............................................................. 82 Link to Thoughts Not Visible in the Plex ....................................................... 82 Link by Dragging to a Pin ............................................................................. 82 Link by Dragging to the Past Thought List .................................................... 83 Link by Selecting a Thought in the Create Child Dialog Box ......................... 84 Link Using the Selection ............................................................................... 85 Cancel Creation of a Link ............................................................................. 85 Changing Relationships Using Drag and Drop .................................................. 85 Thought and Link Properties ......................................................................................87 Changing the Appearance of a Thought ............................................................ 87 Thought Drop Shadows and Backgrounds ................................................... 87 Changing the Size of Thought Text .............................................................. 88 Changing a Thought’s Text Color ................................................................. 89 Viewing a Thought’s Details ......................................................................... 91 Adding a Label to a Thought ............................................................................. 92 Attaching Images to Thoughts........................................................................... 93 Thoughts Types ................................................................................................ 96 Creating a Thought Type.............................................................................. 96 Visible Thought Types .................................................................................. 96 Managing Thought Types............................................................................. 98 Assigning a Type During Thought Creation .................................................. 99

PersonalBrain User Guide

ii

Table of Contents

Capturing Pictures for a Thought Type ......................................................... 99 Super Types............................................................................................... 100 Making Thoughts Private ................................................................................ 100 Thought URLs................................................................................................. 100 Changing the Appearance of a Link ................................................................ 102 Link Types ...................................................................................................... 104 Adding Files, Web Pages, and Folders ....................................................................106 Opening and Renaming Attachments.............................................................. 106 Drag and Drop ................................................................................................ 107 Adding Attachments Using Drag and Drop ................................................. 107 Copying and Moving to Other Locations with Drag and Drop ..................... 109 Moving a File into a Brain After It Is Attached as a Shortcut to a Thought ...................................................................................................... 110 Moving a File Out of PersonalBrain ............................................................ 110 Copy and Paste .............................................................................................. 110 Copying an Attachment from One Thought to Another ............................... 111 Capturing a Picture for an Attachment ........................................................ 111 Using the Save As Command ......................................................................... 112 Attachment List Context Menus ...................................................................... 112 File Attachment Context Menu ................................................................... 113 URL Attachment Context Menu .................................................................. 113 Attachment List Settings ................................................................................. 114 Working with Multiple Attachments ................................................................. 114 Creating Virtual Thoughts by Dragging and Dropping Folders......................... 117 Adding a Template File to Your Brain.............................................................. 119 Advanced Navigation and Alternate Views..............................................................121 Changing How You View Your Thoughts ........................................................ 121 Using Outline View.......................................................................................... 123 Using Expanded Thoughts View ..................................................................... 124 Expanding All Thoughts by One Generation............................................... 127 Maintaining the Active Thought While Expanding the View ........................ 127 Collapsing All Thoughts.............................................................................. 127 Expanding and Collapsing Individual Thoughts .......................................... 128 Panning and Scaling the Expanded View ................................................... 128 Adjusting the Distance Between Thoughts ................................................. 129 Dragging Thoughts to Different Locations in the Plex ................................. 129 Saving Expanded Views............................................................................. 130 Managing Saved Views .............................................................................. 131 Scroll Bars ...................................................................................................... 132 Filtering Thoughts from the View..................................................................... 133 Presenting Your Brain ..................................................................................... 135

PersonalBrain User Guide

iii

............................................................................................................................................................. 147 Copying Formatting ............................ 136 Setting ESP Sync Preferences .................................................................................................................................. 146 Using the Notes Toolbar.......................... 159 Assigning a Tag During Thought Creation ........................................ 166 Performing an Advanced Search .... 140 Notes .................................................................... 137 Analyze Main Thoughts....................... 167 PersonalBrain User Guide iv ........................................ 160 Deleting a Tag ............ 139 Using PersonalBrain Tools ..... 163 Adding Notes and Attachments to Tags ................. 135 Using Your Brain’s Extra Sensory Perception (ESP) ......140 Tools Overview ............................ 158 Keeping the Thought Tool Open ........................ 159 Creating a Tag ............................................................................................................................ 164 Using the Search Toolbar .................................................. 151 Link to Thoughts in Notes....................... 158 Tags....................................................................................................................................................................................................................................................................................................................................................................... 152 Insert URL Addresses ................................................................................. 157 Using the Thought Toolbar ............................................. 161 Renaming a Tag......................................................................................................................... 145 Using Notes Menu Commands.................................................................... 164 Search .. 155 Thought ......................................................... 153 Adding Images to Notes ...................................................................................................................................................................................................... 161 Defining How Tags will Display ...................................................................................................... 149 Inserting Tables................................................ 146 Saving Notes........................................................... 135 Hiding Pins While Presenting .......................................................................................... 135 Exiting Presentation Mode ................................................................ 154 Counting Your Words ......................... 149 Create Task Lists ........................................................... 155 Customize the Date and Time Format .............. 147 Checking Your Spelling .................................................................................................... 147 Printing Notes .............................................. 146 Entering Notes .................... 148 Insert Horizontal Rules ............................................................................................................................................... 163 Reporting on Tags............................. 159 Assigning and Removing Tags .................................................................................................................................................................................................................Table of Contents Entering Presentation Mode ............................................................................................................................................................... 167 Fine-Tuning Your Advanced Searches .................................................................................................................................................................................................... 162 Displaying Thoughts Based on Their Tags .................................................................................................................................................................. 152 Embedding Hyperlinks .....................

..... 190 Emailing Attachments ................................. 194 Searching File Attachments .................. 178 Adding an Event ............... 190 Copying Contacts into Notes ..............188 Adding Contacts to Thoughts .................. 199 Automatic WebBrain Synchronization .............. 169 Customizing How Search Results are Handled ..................................................................186 Using Outlook with Your Brain .................... 202 Uploading and Downloading Brainzips ....................................................... Address Book............................................................................................................................. 198 Editing Your Online Brain ............................................................................... 184 Printing Your Brain....................................................................... 175 Managing Custom Reports ................................................................................................................ 189 Adding Other Outlook Objects with Drag and Drop ............. Address Book.................................................................................194 iCal............................................................................................... 194 Additional Email Capabilities ..................................................................... 188 Adding Messages to Thoughts ........................197 Publishing Your Brain ...... 192 Adding Messages to Thoughts .................................................................................................................................................................... 190 Using Web Mail with Your Brain ....................................................... 183 Snoozing and Dismissing Events ....................... 201 Creating a BrainZip ................. 197 Synchronizing Your Brain...................................................... 173 Creating and Saving Custom Reports .......................................................................................................................................com to Share............................................................ 183 Deleting an Event ............................................................... 192 Mac OS X: Email and Other Features ................................. 180 Reminders............................................................................................................................................................................. 176 Calendar ......................................................................................................... and Back Up Your Brains ................. 173 Reports ................................................................................................................................................................................................................................................................. 182 Marking Events as Complete................... Synchronize............................................................................................... 181 Viewing All Events for the Active Thought ........................................................... 203 PersonalBrain User Guide v ............................................. 197 Creating Online Backup Copies of Your Brain.... and Mail Integration ........................................ 181 Navigating Your Calendar ........................................ 200 Using BrainZip to Send Your Brain to Others . 178 Reoccurring Events ...................................................Table of Contents Using Advanced Search Features ...........................191 Adding Contacts to Thoughts ......... 171 iCal....... 196 Use WebBrain............................................................................................................................................................................................................................................................. and Mail Integration .............................. 183 Synchronizing with Google Calendar...............

.................................................................. 207 Exporting Your Brain as a Simple HTML ..................................................................................................................................................... 225 Personal or Business Finance Brain ..................................219 Backing Up Your Brain ..................................................Table of Contents Uploading a BrainZip .............. 206 Exporting Your Brain to a SiteBrain Web Site .................................................................................................................................................................................................. 212 Importing Word Outlines....................................................................................................... 216 Importing PersonalBrainXMLs..................................... 217 Importing Outlines from Word or Excel into a Brain .................215 Importing Bookmarks............................................................................................................................................................................................................ 226 Research and Analysis Brain ............ 217 Brain Maintenance................. and Mind Maps ............................229 Index .............................. 220 Some Sample Brain Applications................................................... 228 Glossary ... Folders.............................................. 203 Downloading a BrainZip ....... 214 Pasting Outlines ...........................................221 Project Management Brain ...................................... 215 Merging Brains ..................................................................................................................................................................................................................................................................... 205 Publishing Your Brain on WebBrain................. 219 Looking Under the Hood: Where Your Brain Stores Content ............................... 221 Hobby and Special Interest Brain ............................................................... 227 “My People Network” Brain ...................................................................................................................................... 212 Copying Thoughts into Other Applications as an Outline.............. 211 Exporting Your Brain as XML for BrainEKP.. 214 Copying Outlines with Notes ...........................................................................................................................................................................................233 PersonalBrain User Guide vi .......... 214 Importing Information Into Your Brain ...........................................com ....................................................... 223 Travel Brain .

to leap from Thought to Thought. without limiting you to a pre-determined file structure. until new ideas are built. documents. Intelligence comes from the mind’s ability to think associatively—that is. Figure 1. the first software package that lets you use your computer the way you use your mind—intuitively. Associations are our inspirations.Introduction Introduction Welcome to PersonalBrain™. to mirror the way you use your mind. spreadsheets. including concepts. allowing you the freedom to think less about your computer and more about your work and interests. images. Your mind works in a way that is unique to you. PersonalBrain Interface Thoughts are Information PersonalBrain Thoughts can represent just about any type of information. shortcuts. PersonalBrain uses a brand new data format called Thoughts. building webs of greater and greater complexity. PersonalBrain allows you to organize your information in the same way. is the connectedness of all these Thoughts. PersonalBrain’s easy-to-use visual interface integrates information from the Internet and all your applications. people. and the source of human creativity. The wonder of the mind. The human mind is a container for a virtually limitless number of Thoughts. and PersonalBrain User Guide 1 .

you’ll be able to create and navigate through networks of Thoughts in a conceptual space unique to your work habits. The Brain file format is compatible across Operating Systems. dynamic graphical map in which to input and navigate all your information. It’s simple to make connections between Thoughts so that they reflect the connections you make in your mind. to each other. and Unix. Dynamic Graphical Interface PersonalBrain lets you create a simple. Mac OS X. This icon is used to indicate that the feature is available in both the Pro and Core editions. Icons are used throughout the guide to flag features that are specific to the Core and Pro editions. Operating Systems PersonalBrain data is accessible from multiple platforms. (Note that all features available in the Core edition are also available in the Pro edition. By letting you create links and associations between Thoughts. These Thoughts have their own links to other Thoughts and. and Pro. Using simple click-and-drag techniques. Your Brain starts with a single Thought. you will find that your computer becomes easier to use—faster. Linux.Introduction Web pages. so you are never more than a few steps away from the information you are seeking. Core. PersonalBrain is offered in three editions—Free. When you begin using PersonalBrain. About this Guide The following icons are used throughout this guide to flag categories of information: This icon is used to identify notes. possibly. to which several other Thoughts can be visually linked.) This icon is used to indicate that the feature is available in the Pro edition only. This icon is used to flag tips and suggestions. PersonalBrain User Guide 2 . and less frustrating—helping you use your time more efficiently. PersonalBrain’s flexible structure allows any Thought to be linked to any other Thought. Features that are available in all editions are not designated with a special icon. PersonalBrain expands to become a visual interface that reflects the way you think. more enjoyable. PersonalBrain currently runs on Windows.

A Thought can represent anything you want it to. each of which can have content. To access a context menu. This icon is used to indicate that the information applies only to computers running Mac OS X 10. menus.3+. just hold down the Control key while you click. OS-specific features are flagged with icons throughout the guide. Minimally. alter the Mouse settings in the System Preferences area of your Mac. many systems do not have a right mouse button. Note to Macintosh Users Right-clicking: Most features in PersonalBrain can be accessed with just a single click of your primary mouse button. The topics that you link together in your Brain are called Thoughts and are the basic unit of a Brain. This icon is used to indicate that the information applies only to Linux/Unix. a Thought has a name. and Vista. Thought PersonalBrain User Guide 3 . and Linux/Unix. In addition: Labels Names of buttons. and icons appear in this font throughout the guide in order to stand out. Brain A collection of associated Thoughts. Brain Terminology Here is a list of working definitions for the basic terms used throughout PersonalBrain. commands. there are several contextsensitive shortcuts available in context menus which appear when right-clicking. This icon is used to indicate that the information applies only to computers running Windows 2000. keys. notes. or one or more attachments (such as files and Web sites) or it can have no content at all and simply act as a subject heading or organizer. Features that are available for all Operating Systems are not designated with a special icon. You can create multiple Brains. Note that many mice can be set up to interpret clicks on each side of the main button differently so that Control-clicking is not necessary. To enable this.Introduction PersonalBrain operates under multiple Operating Systems—Windows. It can include an icon. Mac. On a Macintosh. However. XP. Select “Secondary Button” for the right side of the mouse.

Reports. PersonalBrain Plex and Tools Window Active Thought The active Thought appears in the center of the Plex and is the current focus. Figure 2. Calendar. Tags. The portion of the Brain window that displays tabs for PersonalBrain’s six Tools—Notes. Any items attached to the Thought are described in the Thought tab and any notes you have entered for it appear in the Notes tab. What a Thought Looks Like PersonalBrain User Guide 4 . Search. graphical portion of your Brain that displays your Thoughts. Figure 3. and Thought.Introduction Plex Tools Window The visible.

advisor. Figure 5.” “sibling Thought. or colleague. who are you? The answer to that question is relative—it depends on the circumstances and what hat you’re wearing at the moment. Figure 4. when you click a Thought it moves to the center of the Plex and it becomes the active Thought. So.” or “jump Thought” based on its relationship to other Thoughts with which it is linked. Activating a Thought Thought Relationships A Thought is said to be a “parent Thought. and someone’s peer. and someone’s sibling.Introduction As shown below. Relationships are Relative to You The same applies to Thoughts.” “child Thought. based on which Thought is active at the moment. In your own life. PersonalBrain User Guide 5 . The relationships between Thoughts are displayed automatically. and someone’s child. you may be someone’s parent.

In the picture above. Figure 6. it makes a perfect jump Thought―related. the active Thought “Hobbies” has four child Thoughts. Therefore. Jump Thought PersonalBrain User Guide 6 . Parent Thought Sibling Thought Parent Thoughts represent super ordinate topics or the active Thought. as shown above. to the right of the active Thought.” Jump Thoughts are related to the active Thought but are neither child nor parent topics. Jump Thoughts have an “equal weight” relationship with the Thought to which they are related. In the picture above. but it is not a hobby itself. They appear in the “child zone.” “Banjo. “Budgets” affect the amount of resources available to spend on the various hobbies and so it is closely related. For example.Introduction Whether a Thought is a parent. They appear in the sibling zone. Sibling Thoughts share a parent with the active Thought. They appear in the jump zone to the left of the active Thought. “Hobbies” has the various hobbies “Ballet. Thought Relationships are Relative to the Active Thought Child Thought Child Thoughts are subtopics of the active Thought. They appear in the parent zone. but not part of the main Thought grouping.” below the active Thought.” “Golf” and “Hockey” linked as child Thoughts since they are types of hobbies. or sibling depends on its current relationship to the active Thought. child. “Entertainment” and “Family” are siblings of “Hobbies” because they are all children of “Personal. above the active Thought.

com/manual. and the jump gate is beside it. When used as a verb. 2. When you’re looking at old and new Brain files. Click the File menu. Figure 7. Start up PersonalBrain 6. A gate is hollow when there are no links attached to it. The following message box will be displayed: PersonalBrain User Guide 7 .” each of which is used to link a specific type of relation: The parent gate is above a Thought. to “link” is the act of connecting Thoughts to establish close relationships.brn filename extension. and solid when one or more links are attached. the child gate is below it.thebrain. You will find complete information about what is new and different in the current version. Brains created in some earlier versions have a .Introduction Gate Thoughts in the Plex have three circular “gates. then click the Open button when the file is selected. click the Open command. note that Brains created in PersonalBrain 6 have filename extensions of .brain. Opening Older Brains If you have been using a previous version of PersonalBrain you may want to download one of the transition guides (based on the version you’re most familiar with) at http://www. To open a Brain that you created in an earlier version: 1. Thought Gates Link A link is the line that connects two Thoughts. navigate to the Brain of your choice. Gates are highlighted in green when there are other Thoughts linked to them that are not currently visible.

you will see a running account of its progress. Convert Brain Message Box 3.brn folder will not be affected. You may also want to attend one of TheBrain’s free online seminars on getting started―PersonalBrain 101. Suggestions for Transitioning to Your New Brain Here are some tips for establishing a happy relationship with your Brain: Begin by taking yourself on the guided tour provided in the next section of this guide. Be sure to make a backup copy of your Brain prior to opening it with version 6 if there’s a chance you’ll want to open it in an earlier version at some point. watch our video tutorial at http:/www.brn file and . Avoid “converting” to a Brain-only environment all at once. it will be incompatible with earlier versions. Build your Brain as you go—associating Thoughts as they occur naturally.Introduction Figure 8. If an older . your converted Brain will appear in the Plex. Once you open a Brain in version 6. File Conversion Progress Bar Brains are upwardly compatible—you may open (and convert) earlier Brains in PersonalBrain 6. You can make a backup copy of your Brain by creating a BrainZip. Upon completion. Figure 9.com/pb101. Click the OK button and PersonalBrain will begin the conversion process. As you exit the tour. As PersonalBrain converts your Brain. To learn more about PersonalBrain 101. Make the transition on a file-by-file basis so that every piece of information your Brain contains will be useful. For information on how to create a BrainZip. PersonalBrain User Guide 8 . The information will be stored in the same location as the original file. you’ll already have hands-on skills for getting your Brain up and running quickly and easily.com/brainzip or see “Creating a BrainZip” on page 202.thebrain. However. the original .brn file was being converted.thebrain. go to http://www.

PersonalBrain can handle this.Introduction Avoid the temptation to move large folders into your Brain. but your Brain will be cluttered with Thoughts you may not need. to try out the possibilities—give yourself room to stretch and explore. Remember that your first Brain doesn’t need to be your only Brain or your last Brain. Your Brain is waiting! PersonalBrain User Guide 9 . Experiment! Create a Brain just for fun. trying to create the proper links between relevant Thoughts could become a chore.

you’ll use your own ideas to create Brains that reflect your thinking. This guided tour will walk you through the basics. During this tour. pointing out items of interest along the way. you’ll be asked to enter specific information to make it easier to refer to items and areas as the tour proceeds. unless it’s already running. Start up PersonalBrain. because you’ll be going at the most strategic pace— your own. create a new Brain.A Guided Tour of Personal Brain A Guided Tour of Personal Brain The best way to build your comfort level with your Brain is to build one yourself— with your very own hands. Figure 10. and tour through the components of the PersonalBrain window. when you’re on your own. You can select PersonalBrain from the Start menu. Starting PersonalBrain PersonalBrain User Guide 10 . There’s no need to take notes and you’ll never get left behind. Here are the sign posts you’ll see along the way: Enter here—the startup action for this phase of your guided tour Point of interest—take out your virtual camera Tip—where you can find more details about this step your guided tour Take five—this is a good place to take a break if you want one Exit here—this marks the end of your guided tour Let’s go! Part 1: Explore the PersonalBrain Window Itinerary: You’ll start up PersonalBrain. Naturally.

A Guided Tour of Personal Brain When PersonalBrain first starts and the last Brain can’t be re-opened or if you close the open Brain without opening a new one. This screen shows:      Commands for creating a new Brain and opening an existing Brain Links for opening the Brains you’ve opened recently Links for accessing tutorials and the Support Center A tip and navigation buttons for viewing the next and previous tip Information about the edition of your Brain software and whether updates are available Figure 11. type: Tour PersonalBrain User Guide 11 . The Welcome Screen 1. a welcome screen is displayed. Click the New Brain button on the welcome screen (or click the File menu. In the empty field. 2. then click the New Brain command).

A Guided Tour of Personal Brain Figure 12. Since it’s the only Thought.” Your screen should look similar to this: Figure 13. it’s also the “active Thought”—the Thought that’s currently selected. 3. New Brain Dialog Box Notice that the Location field displays the path of the folder in which your Brain will be created. The Parts of the PersonalBrain Window PersonalBrain creates your first Thought for you. Press the Enter key or click the OK button to finish creating a new Brain named “Tour. It has the same name as your Brain (which you can change later if you want to). PersonalBrain User Guide 12 . if necessary. You can use the Browse button to change the location.

Tip: See the section beginning on page 142 for details about working with the Notes tool. you can click the Save command on the File menu or press Ctrl-S to save if you want to. The PersonalBrain Tools Figure 15. 2. then type: My tour of PB. There’s no need to save Notes. Click any of the other Tools tabs if you want a quick peek. even if you activate other Thoughts or close your Brain. 2. which is associated with the “Active Thought”—Tour. A Note in the Notes Tab 1. Now you’ll be able to return to this Brain when any other Brain is open. Click in the empty white space of the Notes tab in the Tools window. Although your Notes are saved automatically. Point at each one of the buttons in the PersonalBrain toolbar so that you see a brief explanation in the pop-up tool tip. Click the Add Brain button to add “Tour” to the toolbar. You’ve just created your first Note. PersonalBrain User Guide 13 . PersonalBrain Toolbar 1.A Guided Tour of Personal Brain The PersonalBrain Toolbar Figure 14.

Your Tour Brain should be on the screen. then release the mouse button. Display Personal Brain 4. 1. Notice that now you can minimize. Tip: See “PersonalBrain’s Default Settings” beginning on page 38 for details about controlling the behavior of the PersonalBrain window. Notice that the PersonalBrain window is now hidden from view. PersonalBrain User Guide 14 . then click outside of the PersonalBrain window. The Create Child dialog will open. Click the Brain button to reactivate your Brain. Click the Window menu and note what the current selections are so you can return to them later if you want. The three circles surrounding the Tour Thought are called “gates. Click the Window menu.” The bottom circle is called the child gate because it provides a gateway towards creating a child Thought.” and modify the relationship between two Thoughts. as you left it in Part 1. maximize. or restore the PersonalBrain window using standard Windows’ techniques. then click the Float command. Figure 16. 2. Part 2: Create New Thoughts Itinerary: You’ll create a single Thought. Drag the mouse from the child gate down a short distance. Tip: If you prefer not to drag the mouse to create a Thought. multiple Thoughts. and a Thought “pin. The button will be located on whatever side of the screen you selected via the auto-hide option.A Guided Tour of Personal Brain Window Behavior Options 1. 3. right-click the Tour Thought and then click the Create Child command on the context menu. Select one of the auto-hide options. a Thought from an existing file.

type: PB Buddies This Thought will organize Thoughts about people you’re going to talk to about how they use PersonalBrain. 2. 1. A “pulsing” circle appears around a new Thought for a few seconds. you’ll see a red squiggly line under it. In the empty field. Spell check preferences are explained in the “Checking Your Spelling” section on page 147. To-Do. Multiple Thoughts at Once PersonalBrain User Guide 15 . type: Tips. In the empty field. all at the same time.A Guided Tour of Personal Brain Figure 17. 3. so you can share experiences.” Creating Multiple Thoughts at Once You can create more than one Thought at a time by typing a semicolon to separate each Thought. then release the mouse button. Dragging from the Child Gate 2. Reminders. drag Tour’s child gate down a bit. You can ignore the word or add it to your Brain’s dictionary by right-clicking it and selecting the option of your choice. Create four new child Thoughts for Tour. Your Tour Thought now has a child Thought named “PB Buddies. Since “PB” isn’t a standard word. To begin. New Brain Ideas Figure 18. Spell checking is active by default. Press the Enter key (or click the green button showing the check mark). highlighting it for easy visibility.

You’ll learn more about attachments in the next part of this tour. Create a Thought by Dragging and Dropping an Existing File You can create a Thought by dragging a file from the desktop or from your file manager (such as File Explorer on Windows or Finder on a Mac). 3. Your original file will not be affected by being moved into your Tour Brain―you’re just creating a shortcut. 2. Drag the file into the Plex. the related file will open. from your desktop or from any other location.A Guided Tour of Personal Brain Tip: The semicolon (. The new Thought will have the same name as the file (minus its extension) and it will automatically have the file as an attachment. See ”PersonalBrain’s Default Settings” on page 38 for information about the different way the PersonalBrain window can operate. File Dragged into Plex Becomes a Thought The new Thought will appear in the Plex and it will include an icon that represents the type of file. If PersonalBrain is in auto-hide mode. 3. Press the Enter key (or click the green button with the check mark). dragging the file to the PersonalBrain icon opens the window automatically. Any time you click this icon in the Plex. 1. Choose any file.) between each Thought name tells PersonalBrain that these are separate Thoughts. Size the PersonalBrain window so that you can also see either the portion of the desktop containing the file you’re going to use or the window in which the file is listed. Figure 19. PersonalBrain User Guide 16 .

Right-click the Thought named Reminders.” No matter where you are in the Plex. just below the PersonalBrain toolbar functions like a bulletin board on which you can “thumbtack” Thoughts you want to keep at your fingertips. the pins remain visible. These quick-access shortcuts to Thoughts are called “pins. PersonalBrain User Guide 17 . When you want to return to the Reminders Thought. Relationship Changes 1. click the Reminders pin to get there instantly. Now you’ve decided that the Experiments Thought should really have an equal relationship with Tour. Create a new child of Tour named “Experiments. type: Experiments and then press the Enter key. Thought Pins in an Existing Brain The area at the top of the Plex.” (Drag from Tour’s child gate down a bit. Click any other Thought in the Plex. 2.A Guided Tour of Personal Brain Thought Pins Figure 20. then click Create Pin on the context menu. 1.) 2. and not be one of its children—because you’ll use experimenting as much as touring to develop your Brain skills.

and Delete Thoughts Itinerary: You’ll find Thoughts. You can leave your Brain open or close the PersonalBrain window. add an attachment to a Thought. Dragging a Thought to Change its Relationship Tip: See the section beginning on page 71 for details about changing Thought relationships. use a Thought to open an application. Figure 21. Add Attachments. Your Tour Brain should be on the screen. Fred. then type each name. Link. add a Web page to a Thought. link some Thoughts. Create four new child Thoughts under PB Buddies: John. Jill.) PersonalBrain User Guide 18 . Part 3: Find. You’ll begin by creating a few more Thoughts for a little more scenery along the way. 1.A Guided Tour of Personal Brain Drag Experiments up to the left side of the Plex so that it is level with Tour. and delete a Thought. Just start up PersonalBrain again when you’re ready to continue. This is a good place for a break if you’d like to take one. then press the Enter key. Ann (Drag from PB Buddies’ child gate. separated by a semicolon. then release the mouse button. as you left it in Part 2.

Four New Thoughts PB Buddies should be the active Thought—you should see the rotating active Thought indicator behind the Thought and it should be in the middle of the Plex. and choosing from a list of “hits. 2. you could click around and find it pretty quickly.” After you click the Thought of your choice.” it is found instantly. or you could speed things up: 1. Click on “Fred” in the one-item list above the Search field where you typed the “f. With such a small Brain. Instant Activation “Instant Activation” is a PersonalBrain feature that lets you quickly find a Thought by typing a few letters. Click in the Search field and type: f Figure 23.A Guided Tour of Personal Brain Figure 22. the more finely-tuned your search will become. Click the Reminders pin up at the top of the Plex to go quickly to your Reminders Thought. Then point back to the active Thought and see how the Note reflects the Thought being pointed to. 2. PersonalBrain User Guide 19 . The more characters you type. Say you’re ready to work with Fred’s Thought—you want to add an attachment to it. Enter a Note for PB Buddies: We should compare Brains sometime 3. If other Thoughts begin with the same letter you will see them in the box.” Fred will be activated. Instant Activation Because you only have one Thought that begins with the letter “f. Point the mouse at the Tour Thought and notice how the Note changes. that Thought is automatically activated. 4.

click the Link to File button. Click the Add Attachment button in the Thought tab of the Tools window. or a file you’re collaborating on. then click the Open button to attach it to the active Thought. Type the letter “j” in the Search field to activating Jill. Tip: See the “Search” section beginning on page 164 for details about more complex searching and the “Navigating Your Brain” section on page 31 for more on cruising around your Brain. 4. or notes about a project you’re completing together. You might use this function to add a photo of Fred. You can add an existing file or you can create a new one. Back to Fred.A Guided Tour of Personal Brain 3. Attachments 1. Now you can click on it at any time to open the file. Add an Attachment 3. Navigate to any file on your computer. To do so. Activate Jill. PersonalBrain User Guide 20 . select an existing file on your computer. 2. Activate Fred by clicking his Thought. Notice that the two Thoughts beginning with the letter “j” appear in the list. For now. Notice that the filename appears in the Thought tab’s list section. Figure 24.

just drag and drop the page icon to a blank area of the Plex and a child Thought will be created. 4. Open your Internet browser and navigate to a Web page of your choice. See the “Adding Files. Inserting a Web Page as an Attachment A link to the Web page will be added to the attachment list in the Thought tool and you can launch the page by double-clicking on it whenever John is the active Thought. 2. Activate the John Thought. Web Pages. Or. PersonalBrain User Guide 21 .A Guided Tour of Personal Brain Web Page Thoughts 1. whether John is the active Thought or not. 3. Drag from the address bar icon in your browser to the active Thought (John). Figure 25. Tip: If you want to create a new Thought for the Web page instead of adding it to existing Thought. you can single-click the icon in the Thought whenever it is visible in the Plex. Arrange the browser window and the Personal Brain window so that you can see at least part of both of them. and Folders” section beginning on page 106 for details about attachments. then release the mouse button.

To create files from within PersonalBrain. you’ll need to add some file templates first:  Click the Templates… button to open the folder where templates are stored. When you click on the Thought. Second. Click the Add Attachment button in the Thought tool. it will be saved internally within your Brain. If you are not using Windows. 3. click the Add Attachment button again and chose one of the templates you added. 4. After you add content to the document and save it.  Once you select a file type. two things will happen:   First. then copy empty files of the types you want to be able to create from within PersonalBrain into the folder. 2. When you are done. a Microsoft Word document named “New Brain Ideas”).A Guided Tour of Personal Brain Creating Attachments from a Thought 1. the document will open again. Click Microsoft Office Word Document (assuming this application is installed on your computer—if not. a new file will be created and added to the Thought (in this example.” matching the active Thought. starting Microsoft Word). the file will be automatically opened so that you can work on it (in this case. PersonalBrain User Guide 22 . there will not be any automatically created file types to select from. Close the new document before moving on to the next section. The new document will be named “New Brain Ideas. select any other application in the list). Activate the New Brain Ideas Thought by typing an “n” in the Search field and then clicking on “New Brain Ideas” in the list.

1. Drag from the jump gate on the left side of New Brain Ideas as if you are going to create a new jump Thought and release the mouse button. Select the existing Thought from the list and then click the check mark. You might want to link her to the New Brain Ideas Thought. 4. Type the first few letters of the Thought you want to connect (Ann) in the Create Jump dialog box. Remember. you can connect any Thought to any other Thought. 3. Ann. Activate the New Brain Ideas Thought.A Guided Tour of Personal Brain Linking Thoughts One of the most powerful features of PersonalBrain is the ability to connect Thoughts to each other. is full of ideas on how to use your Brain. For example. 2. Notice that the existing Thought is displayed in the list below. say one of your PB Buddies. PersonalBrain User Guide 23 .

Just click the Thought. 1. Click the Forget command on the context menu. you can simply draw the link between the two. the resulting relationship will be determined by which gate you selected to start the linking―it does not matter where you release the mouse button over the destination Thought. then click Show Forgotten Thoughts. Both the Past Thought List below the Plex and the pins can be used for linking Thoughts visually. When a Thought is forgotten. starting from either one of the Thoughts’ gates. PersonalBrain offers two ways to remove Thoughts―forgetting and deleting. Also. you can easily remove it from your Brain. however. when you are at Ann’s Thought. however if the Thoughts are both visible. Right-click the Jill Thought. 2. The Forgotten Thoughts dialog box can be used to permanently delete Thoughts or remember them. her Thought will be just a click away. 3. Now.A Guided Tour of Personal Brain Figure 26. Jump Thought Linked to an Existing Thought Now that Ann is connected to New Brain Ideas. then click the Delete or PersonalBrain User Guide 24 . Make PB Buddies the active Thought. Let’s forget the Thought Jill. When you connect two Thoughts visually. The method above is convenient when the Thoughts you want to connect are not both visible. deleting is permanent. the New Brain Ideas Thought will be conveniently available. turn on Forgotten Thoughts:  Click the Options menu. whenever you look at this Thought. if you want to show Jill again. it can be remembered later if need be. Jill disappears from the display. There are many ways to link existing Thoughts. Forgetting and Deleting Thoughts If you’ve entered a Thought in error or you simply don’t need to keep it around anymore.

A Guided Tour of Personal Brain Remember button. start by creating a few Thoughts for broad categories before you go to the detail level. begin reviewing sections of interest throughout this guide. To turn off the display of forgotten Thoughts again. Concluding Your Tour If you click the Home button in the PersonalBrain toolbar. for more ideas—but you probably already have plenty of your own! Tip: If you are ready to dive into beginning your own Brain. simply close the dialog box.” beginning on page 221. your Brain should look something like this: Figure 27. PersonalBrain User Guide 25 . Completed Tour Where to go from here? You can stay and experiment more with your Tour Brain. or dive into creating your own Brain. For example. You may want to glance at some of the examples in “Some Sample Brain Applications. hold down the Shift key as you right-click on it and then select the Delete command. Tip: If you want to permanently delete a Thought without first forgetting it.

Family.A Guided Tour of Personal Brain if your name is Ed. “Ed’s Brain” might be the name of your Brain (and your first Thought) and its first children might be Work. and Friends. Hobbies. This concludes your guided tour—-thanks for coming along! PersonalBrain User Guide 26 .

Sample PersonalBrain PersonalBrain User Guide 27 . Jumps: Jump relationships are usually used to link two pieces of information that are exclusively related. you create a child Thought called My Company (see Figure 28). These departments are sibling Thoughts of each other.  Let’s move on to an example to explore these relationship types. Figure 28. and Billing. They serve to indirectly connect their child Thoughts as siblings. Parents: Parent relationships are usually used to link more general information. Each employee has a file. Your PersonalBrain is called My Brain. My Brain is now My Company’s parent Thought. Service. parent. Sibling is a relationship that is derived from child/parent relationships. Imagine that you are the owner of a company and you are reviewing personnel files. and jump―can be used to express different types of relationships. The examples in this section can help you understand the variety of relationships and how they are used. From My Brain. meaning that the two items are related to each other but neither represents a group that the other is a part of. The three primary relationship types―child. Sales. You create four child Thoughts from My Company— Manufacturing. You decide it makes sense to organize your employees by department. Parents can also be thought of as higher level categories to classify groups of information. The core concepts behind each type of relationship are as follows:   Children: Child relationships are usually used to link more specific information or information that represents a subcategory.Understanding Thought Relationships Understanding Thought Relationships There are no rules governing the relationships between Thoughts—whatever makes sense to you is the way your Brain ought to be organized.

you can make him a child Thought of both departments—he’ll appear in both and you won’t have to duplicate his file. one for each employee of the department. This is one of the most powerful features of PersonalBrain—having one Thought under more than one heading. If an employee splits time between two departments. Jump Thoughts to the Active Thought PersonalBrain User Guide 28 . Bob is a child Thought of both Manufacturing and Sales (see Figure 29).Understanding Thought Relationships Now you go to each department and create more child Thoughts. Figure 29. but have one accountant for all of them. In this example. Child Thought Link to Two Headings If you own more than one company. you might want to make a Thought called Accountant and link it as a jump Thought to each company (see Figure 30). Figure 30.

so that when you’re working with Aristotle. but of Plato. Let’s consider sibling Thoughts that also share a parent/child relationship. PersonalBrain User Guide 29 . a child Thought can be a parent of one of its siblings and a Thought can have more than two parents. Let’s say you are studying philosophy. New Parent Thought Because Joe wants to avoid a conflict of interest. you will develop a sense of the types of relationships you wish to make between Thoughts. You might have a Thought called Philosophy (see Figure 32). But unlike human families. so you may want to make Aristotle not only a child of Philosophy. So its jump gate is hollow. Figure 31. The complex relationships you can form in PersonalBrain are the source of its power. Each of these siblings. It is always possible to change relationships (see ”Changing Relationships Using Drag and Drop” on page 85). may have child Thoughts. As you use PersonalBrain. with their ancestry visually spread before you. Joe’s Company becomes a parent (see Figure 31). Individual philosophers such as Plato and Aristotle could be child Thoughts of Philosophy. Aristotle was a student of Plato. the acquired company (My Other Company) no longer uses the same accountant. Since Joe’s company now owns this company. while its sibling’s jump gate (My Company) maintains that Link and is filled.Understanding Thought Relationships Imagine that Joe’s company has just purchased one of your companies. and indeed these different parts of your Brain are types of families. Plato is only a Thought away. Families of Thoughts It is tempting to view Thought relationships as families. in turn. represented by subjects and categories.

PersonalBrain User Guide 30 .Understanding Thought Relationships Figure 32. No hierarchical file structure can provide as much cross-referenced information at a glance. their relationship (Philosophy is a parent Thought of Plato) is shown by the line linking the child gate of Philosophy to the parent gate of Plato. Example of Parent/Child Relationships Notice that when Philosophy and Plato are in Aristotle’s parent zone. Clearly. And our example is pretty basic—a fully developed Brain can hold many more relationships and much more information. PersonalBrain is a powerful method of organizing ideas and information.

which has a child Thought called Jolly Green Giant. only close Thoughts of the active Thought are always displayed in the Plex. In the default view of the Plex. Figure 33. Jolly Green Giant has child Thoughts named after canned vegetable products. Giant has another parent Thought called Famous Giants. PersonalBrain User Guide 31 . one of which is Asparagus. the Queen of England and asparagus. You have a Thought called Queen of England.Navigating Your Brain Navigating Your Brain All Thoughts can be connected—directly or indirectly—even Thoughts that may seem to have nothing to do with each other can be related through a chain of links. Thoughts may be closely or distantly related. One of its child Thoughts is Prince of Wales. say. Figure 33 illustrates this series of connections. which has a parent Thought Famous Princes that is also linked to the story of the Frog Prince. which has child Thoughts called Giant and Jack. The story has another parent Thought called Fairy Tales. In Figure 33. Let’s look at an example. A sibling of Frog Prince is Jack and the Beanstalk. See “Advanced Navigation and Alternate Views” on page 121 for information about the different view options. The Queen of England’s Connection to Asparagus Depending on the relationship you create between them. many distant Thoughts are displayed using the Expanded view. Thoughts that are one additional step (generation) away from the active Thought can be displayed using the “Expanded” view. Thoughts are considered to be closely related when they are linked directly or are siblings.

Additionally.Navigating Your Brain Opening Content As you navigate through your Brain. Previewing Thought Content The content of the Thought and the Notes tabs automatically updates to show content related to the active Thought. A Word File for an Inactive Thought As your Brain grows and becomes more complex. this preview feature can be a big time saver. or if the Thought is active. Figure 34.) In the example below. the Past Thought List. but the content in the Thought tab (below the Plex) belongs to Chocoholics Anonymous. you can open the attachments associated with a Thought in three ways: directly from the Plex by clicking on the Thought’s icon and then clicking the attachment in the list (even if it is not the active Thought). (If you prefer. or the Thought you’ve highlighted using the keyboard. This feature can be used to preview the content associated with a Thought before activating it. this feature can be turned off by deselecting the “Update tools on highlight of Thoughts” check box in the UI section of the Preferences dialog box. then the Open Attachment command. by double-clicking the attachment in the Thought tool. by clicking the Thought menu. the Thought your mouse pointer is currently over. where the mouse is pointing. the Attachments command. and Instant Activation (explained below). PersonalBrain User Guide 32 . My Latest Preoccupations is the active Thought. you can navigate and explore more efficiently by using pins.

Creating Pins PersonalBrain User Guide 33 .Navigating Your Brain Pins As you saw if you went along on the Guided Tour of PersonalBrain earlier. They appear at the top of the Plex. then click Create Pin on the context menu Figure 35. just below the PersonalBrain toolbar. To create a pin:  Right-click the Thought for which you want to create a pin. pins are shortcuts to Thoughts to which you want quick access. No matter where you are in your Brain. the pins remain visible.

To use a Thought in the Past Thought List to link Thoughts:  Drag from one of the Thought gates to one of the Thoughts in the Past Thought List. PersonalBrain keeps a running “breadcrumb” trail of your Thoughts based on activation and displays it in the Past Thought List at the bottom of the Plex. Clicking on any Thought in the Past Thought List activates that Thought. or Move your mouse pointer over a pinned Thought and gates will appear. Use them to navigate sequentially through past Thoughts. drag from one of these gates to the Thought you want to link Activating Recent Thoughts: The Past Thought List You can think of the Past Thought List as the visual representation of the phrase. If a Thought in the list has a file or Web page attached.Navigating Your Brain To remove a pin:  Right-click the pin or on a Thought that has a pin. Also. Past Thought List Scroll arrows displayed as triangles are located to the left and right of the Past Thought List when there are additional Thoughts available in that direction. “train of thought”—a scrollable list of Thoughts in the order you activated them. then click Remove Pin on the context menu Removing a pin does not remove or delete the associated Thought. for easier reading. the icon for the file’s application appears to the left of the Thought. just the reference to it at the top of the Plex. As with pins. from the first Thought you’ve activated to the last. in which case only one of the Thoughts will automatically appear in the Past Thought list). The Past Thought List is displayed at the bottom of the Plex window. Figure 36. the name is highlighted and expanded. if necessary. or PersonalBrain User Guide 34 . The most recently activated Thought (the current active Thought) appears at the right end of the list. if you hold the mouse over the name of a Thought in the Past Thought List. when a new Thought is created it appears in the Past Thought list immediately (unless multiple Thoughts were created by using the “semi-colon trick“ or via an imported outline. To use a pin to link Thoughts:   Drag from one of the Thought gates to the pins.

located near the top of the Window. these buttons work just like they do in a Web browser   Click the Back button to go back to the last active Thought Once you have clicked the Back button. shown above. Figure 37. drag from one of these gates to the Thought you want to link In the example below. Creating a Link from the Past Thought List Using the Back and Forward Buttons:  In addition to the Past Thought List. the Forward button can be used to re-activate the Thought you came from Back and Forward Mouse Buttons: The back and forward buttons available on some mice (typically on the left side of the mouse near where you place your thumb) may be used to navigate backward and forward in your Brain. These mouse buttons perform the same navigation as the Back and Forward buttons in the PersonalBrain toolbar. Sharon is going to become a child Thought of Causes. you can also use the Back and Forward buttons. the mouse has being dragged from the child gate of Causes to Sharon. PersonalBrain User Guide 35 . to quickly retrace your steps.Navigating Your Brain  Move your mouse pointer over a Thought in the Past Thought List and gates will appear.

Figure 40. Also. to find the “Family and Friends” Thought you could type “fa fr. down-arrow. and page down keys on the keyboard then press the Enter key. You can search for Thoughts by typing the first letter(s) of separate words and the letters can be in any sequence. Resizing the Instant Activation Field PersonalBrain User Guide 36 .Navigating Your Brain Instant Activation You can quickly scan the results of the Instant Activation as you type in the Search box—they appear just above your typing. Use First Letters of Separate Words for Instant Activate You can make the Instant Activation field wider or narrower by dragging its right-most border. when two or more matches with the same name are found. for example. page up.” Figure 39.” or “fa and fri. Results are displayed starting with first word matches and are prioritized based on how recently they have been activated. The search includes every word in Thought names. To activate one of these results. the names of their parent or jump Thoughts are also displayed so you can differentiate them.” or even “f a f. Instant Activate Uses All Words Within Thought Names Accents are ignored when matching Thought names.” or “fr fa. click it with your mouse or use the up-arrow. Figure 38.

For more information about searching your Brain.Navigating Your Brain You can also resize the list box that appears as you begin typing in the Instant Activation field. Resizing the Instant Activation Results List In addition to the results that appear as you type. please see the “Advanced Navigation and Alternate Views” section beginning on page 121. PersonalBrain User Guide 37 . Figure 41. For more information about advanced navigation. you can do a full search of all the content of your Brain by clicking the Search button or pressing the Enter key once you have entered the word or phrase you are looking for. please see the “Search” section beginning on page 164.

Your Thoughts will be displayed in “Normal” view.Customizing Your Brain’s Environment Customizing Your Brain’s Environment You may choose to use your Brain just as it’s offered “out of the box” or you may choose to change some of the environmental settings to suit your personal preferences. children. and siblings of the active Thought. here’s what your Brain looks like:    The PersonalBrain window will behave like a regular window. jumps. PersonalBrain Window with Default Settings PersonalBrain User Guide 38 . The area where your Thoughts appear (the Plex) will be shades of dark blue with white text and blue links—this is the default “Theme. meaning that you will see only the direct parents.” The top half of the PersonalBrain window will display your Thoughts and the bottom half of the window will display a set of tabs (which are PersonalBrain “Tools”). PersonalBrain’s Default Settings Without making any changes. This is called the “Float” window option.  Figure 42.

To make your Brain automatically hide when not in use: 1. you can only auto-hide PersonalBrain on your main monitor. 2. maximized. Click the Window menu. or Auto-hide Bottom command. then click either the Auto-hide Left. your Brain is reduced to a Brain icon that appears in the side of the screen you selected in Step 1. or any application To make your Brain float:  Click the Window menu. then click the Transparent Mode command PersonalBrain User Guide 39 . Auto-hide Right. then click the Float command. Auto-hide Top. restored. and dragged by its title bar to different locations on the screen (the Float option) As a standard window that will always appear on top of any other open windows (the Float option plus the Always on Top option) As a window that automatically hides when not in use and appears in a designated location when you click an icon (the Auto-hide options) As a transparent window that lets you view your Brain on top of whatever else is on the screen―the desktop. If you are using multiple monitors. Icon for Unhiding Your Brain Tip: You can drag the icon to any area of the screen’s border. Click the icon to unhide your Brain. Figure 43.Customizing Your Brain’s Environment Customizing The PersonalBrain Window There are four basic options for how the PersonalBrain window behaves:     As a standard window that can be minimized. When you click outside of the PersonalBrain window. then click the Always on Top command. To make your Brain transparent: Use any of the following three methods to switch to Transparent Mode:  Click the Window menu. To make your Brain always stay on top of the desktop or any other window:  Click the Window menu.

Toggle Transparent Mode Button To return to the mode your Brain was in before you switched to Transparent Mode: Use either of the following methods:  Right-click the rotating active Thought indicator.Customizing Your Brain’s Environment   Right-click in an empty area of the Plex. then click the Transparent Mode command Figure 45. then click the Transparent Mode command Click the small circular button in the top-right corner of the Plex A minimum of Java 6. Transparent Brain Context Menu PersonalBrain User Guide 40 . Figure 44. update 14 is needed to use Transparent Mode on a Mac.

Toggling Off Transparent Mode If you have defined an accelerator to switch to Transparent Mode.Customizing Your Brain’s Environment  Click the small circular button in the top-right corner of the transparent Brain Figure 46. pressing the accelerator again will toggle back to the previous mode. PersonalBrain User Guide 41 .

. A Transparent Brain Your Brain will remain in whatever view was active before you activated Transparent Mode.. Drag the title bar Drag the resizing handle in the bottom-right corner when the mouse appears as a doubleheaded arrow Point to the red button in the top-right area of the Plex Click the title bar (see the next section for information about Mini-Mode) Click the down-arrow above the Notes tool Click the up-arrow when the tools are hidden View current information or reminders based on current activity Switch to Mini-Mode Hide the Notes tool and Thought tool Restore the Notes tool and Thought tool PersonalBrain User Guide 42 ... To do this . Move your Brain Resize your Brain Do this .Customizing Your Brain’s Environment Using Your Brain in Transparent Mode Figure 47.

Move your Brain Activate a different Thought Switch back to Transparent Mode Do this . PersonalBrain User Guide 43 .. when the tools are showing Click the down-arrow when the Plex is hidden Hide the Notes tool. Switching to Mini-Mode Figure 49. Type in the Instant Activation text box. you can switch to “Mini-Mode. extend the Click the left-arrow between the tools.. To switch to Mini-Mode:  Click the title bar Figure 48....Customizing Your Brain’s Environment To do this . just below the past Thought list Click the right-arrow at the left edge of the Thought tool Click the left-arrow at the right edge of the Notes tool Switching to Mini-Mode Once your Brain is transparent. PersonalBrain in Mini-Mode To do this in Mini-Mode . Fill the transparent Plex with the Notes tool and Thought tool Restore the default Transparent Mode view Do this .. extend the Notes tool Restore the Notes tool when it is hidden Restore the Thought tool when it is hidden Click the right-arrow between the tools. Click the up-arrow above the Notes tool. Click the Brain button. your Brain displays just the active Thought and the Instant Activation text box.. just Thought tool below the past Thought list Hide the Thought tool.” In Mini-Mode. Drag the Brain button. then select the Thought of your choice..

Dragging the Plex Vertically To change the size of the Thought’s text.Customizing Your Brain’s Environment Maximizing and Restoring the Plex   Maximize the Plex: Double-click any blank area of the Plex (hiding the Tools window). you can either move the mouse wheel up or down while hovering over the active Thought or you can drag the resizing circle behind the active Thought. you can move the Thoughts in the Plex up or down by dragging (up or down) in any blank area of the Plex background. Restore the Plex: Double-click any blank area of the Plex (restoring the Tools window). PersonalBrain User Guide 44 . Figure 50. Moving and Resizing the Plex When the default settings are in use and the Plex is in “Normal” view.

In addition.Customizing Your Brain’s Environment Figure 51. you can save the look of your Brain as a new Theme and quickly switch from one saved Theme to another. Before and After Dragging the Resizing Circle Customizing Your Brain’s Appearance Themes The Themes feature lets you choose from several built-in designs to customize the look of your Brain. PersonalBrain User Guide 45 .

then click the Theme of your choice. Sample Themes To select a Theme: 1. Click the Set Themes command. PersonalBrain User Guide 46 . Click the Options menu.Customizing Your Brain’s Environment Figure 52. 2.

Click the Save Themes As command. select a different theme.Customizing Your Brain’s Environment Figure 53. you can save it as a new Theme for easy access or to use with other Brains: 1. Note that the default Theme (Dark Blue) can be selected from the menu. then click the OK button. Selecting a Theme The Theme you selected will be applied. The following dialog box will be displayed: Figure 54. Once you have adjusted the look of your Brain. Click the Options menu. Save Theme Dialog Box 3. Type a name for the new Theme. All of the options that are contained in a Theme can also be adjusted individually as described below. PersonalBrain User Guide 47 . 2. If you aren’t pleased with the result.

To dynamically select new Wallpaper from a Web site: 1. Click the Select Wallpaper command. PersonalBrain User Guide 48 . set the Theme back to “Default (Dark Blue). right-click the design of your choice. 2. and . then select Copy on the context menu.gif. then select Paste Wallpaper on the context menu.jpg. navigate to the location of your Wallpaper file.” Wallpaper To select an image to use as Wallpaper: 1. . Figure 55.png.Customizing Your Brain’s Environment The Theme will be listed on the Set Theme sub-menu the next time you open it. Click the Options menu. Go to a Web site that offers Wallpaper files. right-click in any blank area of the Plex. Return to your Brain. 2. Supported wallpaper file formats include . Newly Saved Theme on Set Theme Menu To return to the original appearance of the Plex at any time. and then click the Open button.

 Click the Add Brain button to insert a button for the active Brain. Use the Show Toolbar command on the Options menu to toggle the toolbar on or off. you can also hide the toolbar if you do not plan on using it. when clicked. Click the Remove Brain button to remove the button for the active Brain (assuming the button has been added previously). Note that the Add Brain button will only be enabled if there isn’t already a toolbar button for the active Brain. Context Menu on the Plex After you select your Wallpaper you may want to adjust your Thought colors and links. Note that the Remove Brain button will only be enabled if there is a toolbar button for the active Brain. PersonalBrain User Guide 49 . close the active Brain and open the designated Brain. PersonalBrain Toolbar You can customize the PersonalBrain toolbar by adding (or removing) buttons that. See “Setting Other Preferences” on page 50. Modifying the Toolbar In addition to adding and removing buttons to the toolbar.Customizing Your Brain’s Environment Figure 56.  Figure 57.

Two Methods of Accessing Preferences The choices you can make within the Preferences dialog box are explained on the following pages. or Right-click a blank area of the Plex. To open the Preferences dialog box:   Click the Options menu. PersonalBrain User Guide 50 . then click the Preferences command (under Mac OS. then click the Preferences command on the context menu Figure 58.Customizing Your Brain’s Environment Setting Other Preferences PersonalBrain’s Preferences dialog box is where you’ll find many of the settings for adjusting how your Brain works. both mechanically and visually. the Preferences command is located in the PersonalBrain menu).

A notice appears if your computer is using an outdated version of Java. General Options Open when Windows starts Check for major program updates automatically Warn about old version of Java PersonalBrain User Guide 51 .Customizing Your Brain’s Environment General Preferences The General settings affect how PersonalBrain works globally―no matter which Brain is open when you make your choices. A notice appears if there is a new major program update available. General Section of the Preferences Dialog Box User  Entries in the User name and Email address fields identify the person behind your Brains. Figure 59. When selected … PersonalBrain launches automatically when Windows opens.

and text color of your choice. size. background color. Other pre-existing Brains will not be affected. In the Set Default Notes Style dialog. Set Default Notes Style Dialog Box 2. Figure 60. Click the Set Default Notes Style button to select the initial attributes for text you enter in the Notes tool. Edit boxes that are compatible with Tablets are displayed. Your selections will be previewed in the area below the settings. 1. PersonalBrain User Guide 52 .Customizing Your Brain’s Environment General Options Save images from the Internet locally Show memory usage in toolbar Use Tablet-compatible edit boxes Set Default Notes Style When selected … PersonalBrain saves images pasted into notes from the Internet as local files. select a font. PersonalBrain’s memory usage is displayed in the toolbar. Any changes you make will apply to the current Brain and will apply to new Brains you create. Click the OK button.

3.Customizing Your Brain’s Environment Interface Language You can change the default language at any time. Exit PersonalBrain and then open it again to work in the selected language. the Look & Feel settings affect how PersonalBrain works globally―no matter which Brain is open when you make your choices. 1. Open the drop-down Interface Language list on the General tab. Look & Feel Preferences With the exception of wallpaper and font settings. Figure 61. Wallpaper and font settings affect only the Brain that is open when you make your choices. Choosing a Default Language 2. then select the language of your choice. PersonalBrain User Guide 53 . Click the OK button to save your settings. Click the OK button in the message box to acknowledge that you must restart PersonalBrain for the new language to be applied.

Includes draws a colored background behind all Thoughts using the color selected in the Colors section of the Preferences dialog box. Determines whether the color selected in the Display properties for an individual Thought will apply to the Thought’s text or background.Customizing Your Brain’s Environment Figure 62. Plex displays a small yellow notepad next to all Thoughts that contain notes. Look & Feel Section of the Preferences Dialog Box Thoughts Options Text Shadows When selected … Displays a drop shadow behind each Thought using the color selected in the Colors section of the Preferences dialog box. Backgrounds Load thumbnails for large images Apply colors to Fade distant Shrink in outline and expanded view Show icons when notes are present PersonalBrain User Guide 54 . Distant Thoughts gradually fade when in Expanded or Outline view. Large image attachments are loaded as thumbnails and displayed as zoomable icons. Distant Thoughts gradually shrink when in Expanded or Outline view.

selecting this check box opens the Select Wallpaper dialog box as does clicking the associated Change button when there is an image in use. Wallpaper image appears replicated in squares (“tiles”) instead of a single image filling the Plex. The rotating active Thought indicator displays. behind your Thoughts. A scrolling "Welcome to TheBrain" message displays at startup. Links between Thoughts are displayed (otherwise a link displays only when the mouse hovers over it). Sibling Thoughts for non-active Thoughts are included in the Plex. if no image is in use.png Tile wallpaper Active Thought indicator Draw links Thicken highlighted links Show welcome message Show siblings Maximum child columns (normal view) Animation  Drag the slider right to reduce or left to increase the speed with which a Thought becomes active when you click it in the Plex. Font  Use the drop-down list to select a font for all Thoughts in the Plex. A link appears thicker when the mouse hovers over it.Customizing Your Brain’s Environment Thoughts Options Hide tag hints When selected … When selected. tags are not shown next to Thoughts in the Plex. The number selected dictates the maximum number of columns for child Thoughts when in Normal view mode. PersonalBrain User Guide 55 . When selected … The currently-selected image will fill the Plex. Plex Options Wallpaper/Wallpaper.

“Move dropped files” causes attachments to relocate when dragged and dropped into PersonalBrain.Customizing Your Brain’s Environment UI Preferences The UI settings affect how PersonalBrain works globally―no matter which Brain is open when you make your choices. “Link to dropped files” causes attachments to maintain a link to the originals when dragged and dropped into PersonalBrain. Click active Thought to open/create On drag and drop of files to PersonalBrain PersonalBrain User Guide 56 . Clicking on the active Thought will open its attachment (or the Add Attachment dialog box if the Thought currently has no attachment). Figure 63. UI Section of the Preferences Dialog Box General User Interface Mouse wheel resizing When selected … Font size in the Plex can be made larger or smaller adjusted using the mouse wheel when pointing at the active Thought.

otherwise. tools always display content for the active Thought.Customizing Your Brain’s Environment General User Interface Destination for Explorer “Sent To” Integration When selected … When you right-click a file or folder in Windows Explorer and select the Send to  PersonalBrain command: “Active Thought” sends the file or a folder directly to the active Brain’s active Thought. PersonalBrain checks what is being typed in other applications and looks for matching Thoughts to suggest or activate (not currently available in a Windows Vista environment). “Automatically activate” causes a Thought found by ESP Sync to become active automatically. Will not engage the ESP Sync feature if the relevant text is comprised of all lowercase letters. Capitalizes the first letter of each word in a Thought name when a new Thought’s name is entered in all lower case. When selected … PersonalBrain checks the content of the clipboard for the names of Thoughts or linked attachments to suggest or activate their Thoughts. “Suggest only” instructs ESP Sync to display the matching Thought name in the Plex as a suggestion instead of actually activating the matching Thought . returning to the previous state if not used within the first minute of activation. this excludes articles such as “a” and “the” within the name. Update tools on mouseover of Thoughts Automatically capitalize Thoughts on creation Show virtual Thoughts for folders Activate last created Thought Hide pins in presentation mode ESP Sync Monitor clipboard Monitor keyboard Ignore text that is all lowercase Cancel if not used within 1 minute Activation PersonalBrain User Guide 57 . Cancels the ESP Sync feature. A newly-created Thought automatically becomes the active Thought. “Home Thought” sends a file or a folder directly to the active Brain’s Home Thought. Pins are temporarily hidden while your Brain is in Presentation mode. Tools will display the content for any Thought that the mouse is hovering over or that is highlighted by using the keyboard. Subfolders of linked folders are displayed in the Plex.

Distant Thought Spacing. otherwise. Figure 64. Spacing. Automatically recenter Expanded Normal View Setup Use the four sliders in this section―Distant Thought size. all Thoughts remain visible unless they are manually hidden using the collapse controls (while in Expanded view). Places the active Thought in the center of the Plex automatically (while in Expanded view).Customizing Your Brain’s Environment Views Preferences The Views settings affect how PersonalBrain works globally―no matter which Brain is open when you make your choices. and Distant Thought Columns―to specify the size and spacing PersonalBrain User Guide 58 . Views Section of the Preferences Dialog Box Expanded View Collapse on activate When selected … Clicking on a Thought will hide Thoughts that are not connected to the clicked Thought.

  Active Thought Distance (drag the slider towards “far” for greater separation between the active Thought and the other Thoughts) Thought Indentation (drag the slider towards “far” for a larger indentation between Thoughts at different levels of the outline) Search Preferences The UI settings affect how PersonalBrain works globally―no matter which Brain is open when you make your choices. The farther to the right. Figure 65.Customizing Your Brain’s Environment of Thoughts when the Plex is in Expanded view. Outline View Setup Use the two sliders in this section to specify the distance between Thoughts and the indentation of Thoughts when the Plex is in Outline view. Search Section of the Preferences Dialog Box PersonalBrain User Guide 59 . the larger and more spaced out the Thoughts will be.

“Relevance” sorts based on the density of matching terms and other criteria.Customizing Your Brain’s Environment Search Merge Thought and content results Only display one search result per Thought Index File attachments When selected … All search results will be merged into one large group. 25. All URL attachments will be indexed when possible. or 25 MB). Select how many generations below the active Thought that PersonalBrain will search when using the “Only Under Active” search filter (3. or Monthly). All file attachments (external links and internally stored) will be indexed when possible. 5. or 10. or 50). Maximum file size to index Refresh Web pages index Filter under active up to n clicks away PersonalBrain User Guide 60 . “Date modified” sorts based on when the items were most recently modified.000. Index URL attachments Additional Search Instructions Maximum results size Results per page Default sort Select the number of search results to find (100. or 7). 7 MB. Select how often to refresh the index for URL attachments (Never. If both the Thought name and the content have a search result. Select the number of search results to display per page (10. Weekly. 10 MB. 1. Daily. 20 MB. 5 MB. Select the maximum size allowed for a file to be indexed (1 MB.000). 3 MB. 15 MB. the Thought will only show up once in the search results list.

text Thoughts. Color of the outline of selected Thoughts. background Description … Default color of a Thought's background (if “Backgrounds” is selected in the Look & Feel section). Default color of the text of Thoughts. text (private) Thoughts. text shadow Active Thought. Colors Section of the Preferences Dialog Box Item Thoughts. Color of the outline for the active Thought.Customizing Your Brain’s Environment Color Preferences The Color settings affect only the Brain that is open when you make your choices. Color of text for forgotten Thoughts. You can specify the default colors for every item. outline PersonalBrain User Guide 61 . Figure 66. selection outline Thoughts. Color of the shadow behind the text of Thoughts (if “Text Shadows” is selected in the Look & Feel section). text (forgotten) Thoughts. Thoughts. Color of text for private Thoughts.

rotating indicator Background. normal Highlighted Thoughts. Color of the background of a Brain message. outline Messages. Color of links between Thoughts. Color of the text of a Brain message. Color of the rotating active Thought indicator (if “Active Thought indicator” is selected in the Look & Feel section). Color of the interior of a Plex scroll bar. Gates. resizing circle Active Thought. text Scrollbar. outline Advanced Preferences The Advanced settings affect how PersonalBrain works globally―no matter which Brain is open when you make your choices.Customizing Your Brain’s Environment Item Active Thought. Color of the outline of a Brain message. highlighted Links. background Highlighted Thoughts. top and bottom Gates. background Messages. Color of the outline of a Plex scroll bar. PersonalBrain User Guide 62 . highlighted Scrollbar. Color of the outline of a highlighted Thought. Color of the background on the top and bottom of the Plex if no wallpaper is in use. highlighted Description … Color of the resizing circle around the active Thought. Color of the background in the center of the Plex if no wallpaper is in use. outline Links. Interior color of the Plex scroll bar when highlighted. Color of gates that lead to another visible Thought. center Background. Color of the background of a highlighted Thought. Color of the gates used to indicate that there are linked Thoughts connected that are not currently visible. fill Scrollbar. Color of the link between Thoughts when highlighted. normal Messages.

Thoughts must be forgotten before they can be deleted permanently. or pasted will be treated as text. Results of instant activation searches will display the most recently activated Thoughts first. The Advanced Tab of the Preferences Dialog Box Options Open the last used Brain at startup Hide temporary files in Thought folders Forget Thoughts before deleting When selected … Most recently opened Brain will open when PersonalBrain is launched. cut.Customizing Your Brain’s Environment Figure 67. its parent’s name will be included. Copy/cut/paste as text always Sort instant results by most recently activated Enable context-sensitive names PersonalBrain User Guide 63 . Temporary files are hidden the Thought folders. (Unchecking this setting lets you skip the process of forgetting Thoughts if you don’t want to use this feature. The context-sensitive name feature will be active and when you type a comma before or after the Thought name.) Content that is copied.

Customizing Your Brain’s Environment

Options Highlight recently created Thoughts Server address

When selected … An animated highlight circle draws focus to newly-created Thoughts.

The address in the Server address field displays the location of the server for synchronizing your Brain. Wander Animation Setup The “Wander Animation Setup” section lets you specify the amount of delay between activations. You can drag the slider left or right for faster or slower action. Optionally, you can select the Show Activated Thought as Background checkbox, which is deselected by default.

Accelerators Preferences
The Accelerator settings affect how PersonalBrain works globally―no matter which Brain is open when you make your choices. Most PersonalBrain commands be accessed by keyboard commands, which you can customize based on your preferences. You can even export your settings to share them with others or to transfer them from one computer to another.

PersonalBrain keyboard shortcuts are called accelerators.

PersonalBrain User Guide

64

Customizing Your Brain’s Environment

Figure 68. Accelerators Tab of Preferences

Controls for working with accelerators: To remove an accelerator: Click it in the list, then press the Backspace key. Button Clear Import Export Reset Description Removes ALL accelerators. Imports a saved .csv file of your choice. Saves the current set of defined accelerators as a file that can be shared with others. Restores the default accelerators.

Default accelerators: Command PersonalBrain Hot Key New Brain... Accelerator Alt+Ctrl+Z Ctrl+N

PersonalBrain User Guide

65

Customizing Your Brain’s Environment

Command Open Brain... Create BrainZip Print Plex Paste into Plex Tags Thought Type Create Child Create Parent Create Jump Create Child from Active Thought Capture Thought Icon Open Thought Folder Create Duplicate Child Thought Rename Normal View Outline View Last Expanded View New Expanded View Expand All Collapse All Presentation Mode Search Web Getting Started Back Forward Home Focus on Plex (Instant Activate) Focus on Notes Maximize Plex Pin 1 Pin 2 Pin 3 Pin 4 Pin 5 Pin 6

Accelerator Ctrl+O Ctrl+R Ctrl+P Ctrl+Shift+V Ctrl+T Ctrl+Shift+T F6 F7 F8 Insert Ctrl+Shift+I Ctrl+Shift+F Ctrl+D F2 Ctrl+Shift+1 Ctrl+Shift+2 Ctrl+Shift+3 Ctrl+Shift+4 Ctrl+= (equal sign) Ctrl+- (minus sign) Ctrl+Shift+P F4 F1 Alt+Left Alt+Right Home F3 F5 Ctrl+Backquote (` above Tab) Ctrl+1 Ctrl+2 Ctrl+3 Ctrl+4 Ctrl+5 Ctrl+6

PersonalBrain User Guide

66

Customizing Your Brain’s Environment

Command Pin 7 Pin 8 Pin 9 Pin 10 Advanced Search Arrow Up Arrow Down Arrow Left Arrow Right Expand/Collapse Thought in outline view Forget/Delete highlighted Thought or link Activate Thought Open/Add Attachment To define your own accelerators:

Accelerator Ctrl+7 Ctrl+8 Ctrl+9 Ctrl+0 F9  (up arrow key)  (down arrow key)  (left arrow key)  (right arrow key) Space bar Delete Enter Shift+Enter

1. Open the Preferences dialog box by either clicking the Options menu, then clicking the Preferences command or by right-clicking in a blank area of the Plex, and then clicking the Preferences command. 2. Click the Accelerators icon. 3. Click on the command of your choice in the left column, then press the Function key or keyboard combination of your choice. For example, you might choose to assign the “Create Pin” command to Ctrl+Shift+P. You can’t assign keys that are already used for common operations (such as Ctrl-C) nor can you use letter or number keys by themselves. 4. Click the OK button to save your customizations and close the dialog box.

PersonalBrain User Guide

67

you’ll create child Thoughts more often than parents or jumps. using a “top-down” approach is helpful if you are just getting started: Create children (and jumps. Create Parent. right-click the Thought. or Create Jump command   Or. child. When you create a Thought in your Brain. or jump gate PersonalBrain User Guide 68 . child. There are certainly exceptions. or F8 (for a jump Thought) Or. Once you have activated the Thought that will have a relationship with your new Thought. then click the Create Child. but each starts with the same step— choosing the Thought with which the new Thought will have a relationship. drag from the Thought’s parent. then click the Create Child. you first decide what relationship it will have with an existing Thought—will it be a parent. use any of these techniques to begin creating a new Thought:  Click the Thought menu. as appropriate) and let parents happen naturally. F7 (for a parent Thought). Create Parent.Creating Thoughts Creating Thoughts Creating a Single Thought There are four ways to create a Thought. or Create Jump command  Or. or a jump Thought? Generally speaking. but usually. press the F6 key (for a child Thought). You will use the chosen Thought as a starting place when creating the new Thought.

” and “of”).Creating Thoughts Figure 69.” “and.” This feature is active. 2. PersonalBrain User Guide 69 . For example. the next thing you’ll see is a field for typing in the name of your new Thought. Press the Enter key or click the green check mark button to save your new Thought (or click the X button to cancel the process). Automatic initial-capitalization: If you type a Thought name using all lowercase letters. Type the name of your new Thought in the field provided. if you’ve typed “visit the statue of liberty” the Thought title will automatically become “Visit the Statue of Liberty. the first letters of words will be capitalized for you automatically. Creating Multiple Thoughts at Once PersonalBrain offers a timesaver (affectionately known as the “semi-colon trick”) for creating more than one Thought at a time. by default. PersonalBrain uses “smart rules” to determine which words should be lowercase (such as “a. but you can turn it off in the UI tab of the Preferences dialog box.) Figure 70. Gates to Drag for Creating Thoughts Tip: We recommend using the drag method—it’s the quickest! No matter which method you use to begin creating your new Thought. There is virtually no limit to the number of Thoughts you can create at the same time. (The field will be labeled according to the type of Thought you’re creating. Create Child Dialog Box 1.

the client’s name will be hidden and it will appear as just “Billing Info. If the client Thought is active. When this Thought is displayed. Figure 72. you may not want to have identical Thought names because when you see these Thoughts later you won’t be able to tell them apart without looking at their parents. However. when you type the name of the new Thought. You’d like a child Thought named “Billing Info” for each of your client Thoughts. Creating Multiple Thoughts Creating Context-Sensitive Thought Names Using Commas It’s always good to be specific with your Thought names. Sub-Category Thoughts The Thought will display its full name when it is active. its name will vary depending on the context in which it’s viewed. you’ll see only the portion of the name that does not repeat the parent’s PersonalBrain User Guide 70 . To remedy this potential dilemma. each of which has a billing department. For example. PersonalBrain has some time savers to help you if you have repetitive information that needs to be added to your Brain.) to separate multiple Thought names in the Create dialog box Figure 71. start or end the name with a comma. When its parent Thought is active.” But when you activate this Thought. say you have Thoughts for each of your clients.Creating Thoughts  Type a semicolon (. The parent Thought name will be added automatically. the full name along with the client’s name will appear.

Ensuring that each of your Thoughts has a unique name will help find and identify them more easily. that same Thought will appear as Billing Info. Right-click the Thought to be copied and then click the Copy Thought command on the context menu. including all of their notes. and attachments. Swapping a Thought’s Name with its Label You can swap a Thought’s name with its label by clicking the Switch button in the Thought tool tab. When Thoughts are copied. This can be very useful when the default label and name are assigned based on a URL and the automatic naming isn’t optimal for your purposes. To copy a Thought within the same Brain: 1. Tip: The part of the Thought’s name that is hidden is context sensitive. You might create a Thought called “Billing Info” and then link to the billing information Thoughts for each of your clients. Figure 73.Creating Thoughts name. when Billing Info is active then NewGuys. Swapping Label and Thought Names Copying Thoughts Within and Between Brains Thoughts. properties. Say for example that you wanted to have a single place to see the billing information for all your clients. whereas when NewGuys is active.” If you do this. Try it―you’ll see how this can be very useful. associated Thought types and link types are automatically copied as well. can be copied and pasted between Brains or duplicated within a Brain. events. Billing Info will appear as just NewGuys. PersonalBrain User Guide 71 . such as “NewGuys. Billing Info.

Right-click within any blank area of the Brain and click Paste Thoughts on the context menu. Figure 74. 3. 4.Creating Thoughts 2. Copied Thought PersonalBrain User Guide 72 . The copied Thought will automatically be linked as a child of the active Thought and it will also retain all of its original relationships. Activate the Thought that will be the parent of the newly copied Thought.

Open the Brain into which you want to copy the Thought.Creating Thoughts To create a duplicate of a Thought: If you just want to make a duplicate of a single Thought without retaining any of its links. 2. the Create Duplicate Child Thought command is convenient. Notes. click the Edit menu. Duplicating a Thought Within a Brain To copy a Thought to another Brain: 1. Thought Types. Right-click the Thought to be copied and then click the Copy Thought command on the context menu (or activate the Thought. Right-click the Thought to be duplicated and then click the Create Duplicate Child Thought command on the context menu. It will include any attachments. 3. The Thought will be pasted into the Brain and linked as a child of the active Thought. Right-click on the background of the Plex and then click the Paste Thoughts command on the context menu (or click the Edit menu and then click the Paste Thoughts command). Figure 75. 2. as shown in the figure below. or other attributes it had in the original Brain. 1. The duplicated Thought will appear as a child of the original. and then click the Copy Thought command). 4. PersonalBrain User Guide 73 .

Click the Edit menu and then click the Redo command. click the first item in the secondary menu. 2. PersonalBrain User Guide 74 . a secondary menu will be displayed. Click the action of your choice. Click the Edit menu and then click the Undo command. All actions above that action will also be undone. To redo an action you have undone: 1.Creating Thoughts If you have selected multiple Thoughts. All actions above the item you click will also be undone. 2. the list is in most-recent-action-first order. Right-click anyplace within the Selection box to open the context menu. Undoing and Redoing Actions Changing your mind about your actions is easy. To undo multiple actions. You can undo up to 100 actions during your current session. Actions that have been undone can also be reexecuted using the Redo command. The list on the secondary menu displays your most recent action first. Figure 76. See “Selecting Multiple Thoughts” beginning on page 78 for complete instructions about selecting multiple Thoughts. Undo and Redo Commands To undo an action: 1. To undo your most recent action. Once you close your Brain. the Undo and Redo lists are cleared. select the oldest action to be undone from the list. As in the list of actions that can be undone. they can all be copied at once using the same technique. If there are multiple items that can be redone.

Renaming a Thought Using the Context Menu   Highlight the Thought using the mouse pointer or the keyboard and then press the F2 key. or Figure 77. or Activate the Thought. then revise the name in the Thought tab Figure 78. Renaming a Thought in the Thought Tab PersonalBrain User Guide 75 .Editing Thoughts and Links Editing Thoughts and Links Renaming Thoughts There are three simple ways to rename an existing Thought:  Right-click the Thought to be renamed. and click Rename in the context menu.

To forget a Thought:  Right-click the Thought to be deleted. Forgotten Thoughts Dialog Box 2. Click the Options menu. then click the Delete button. You can also permanently delete forgotten Thoughts or you can remember them.Editing Thoughts and Links Deleting and Forgetting Thoughts When you no longer need a Thought. then clicking the PersonalBrain User Guide 76 . Alternately. Figure 79. A forgotten Thought may be remembered and restored later. you can use the Ctrl key to select multiple individual forgotten Thoughts and then delete only those. A deleted Thought is gone forever. or deleted. it can be forgotten or deleted. Closing the Forgotten Thoughts dialog box hides the forgotten Thoughts. You can click on the Thoughts in the dialog box to activate them. you can do so by turning on the display of forgotten Thoughts. To access forgotten Thoughts: 1. The Forgotten Thoughts dialog box will be displayed and your forgotten Thoughts will appear grayed out in the Plex. then click the Forgotten Thoughts command. If you want to access it again later temporarily. You will be prompted to confirm the deletion. You can use forgotten Thoughts just like normal Thoughts as long as they are displayed. then click Forget in the context menu Once a Thought has been forgotten it will disappear from the display. This works very much like the Windows Recycle Bin/Trash feature on your desktop which stores your deleted files until you choose to remove them permanently. To delete all forgotten Thoughts using the Forgotten Thoughts dialog box:  Click the Select All button. You can also reinstate forgotten Thoughts by selecting them.

Any internal attachment that may have been linked to this Thought will be moved to the computer’s recycle bin. 2. Right-click in the Selection box. To delete a Thought instantly: 1. Figure 80. Hold down the Ctrl key as you click each Thought. then click the Forget Selection command on the context menu. remember. If you are sure you will never need a Thought again and you do not want to be able to remember it in the future. you can delete it immediately without forgetting it first. Hold down the Shift key as you right-click the Thought to be deleted. The context menu will be displayed. this may be necessary if you rename some Thoughts or forget. To forget or delete multiple Thoughts: 1. or delete some Thoughts. Click the Refresh button to update the list. The Thought will be permanently deleted. Hold down the Shift key while opening the menu to display the Delete Selection command instead. It is generally recommended to forget Thoughts when you don’t need them so that you can easily retrieve them if you change your mind.Editing Thoughts and Links Remember button. PersonalBrain User Guide 77 . Shift-Right-Click Context Menu for a Thought 2. Click the Delete command. showing the Delete command in place of the Forget command. then click the OK button in the confirmation dialog box that displays.

delete. wherever you see “Ctrl key. and other actions you would apply to an individual Thought—to the selected Thoughts en masse. PersonalBrain User Guide 78 . Selection Box and Selected Thoughts Throughout this section. set Thought type. Selection Box Context Menu Selecting Multiple Thoughts You can select multiple Thoughts and then apply actions—link. When multiple Thoughts are selected they are listed in a selection box on the left side of the Plex and they are highlighted in the Plex itself.Editing Thoughts and Links Figure 81.” use the Command key. Figure 82. unlink.

PersonalBrain User Guide 79 . The entries in this menu are also displayed in the Edit menu. Hold down the Ctrl key as you click a Thought (either in the Plex or in the selection box) to de-select just that Thought. Hold down the Ctrl key as you click a gate to select all the Thoughts connected to that gate. To perform actions on selected Thoughts:  Right-click in the selection box and select the action of your choice on the context menu. To de-select Thoughts:   Click the close button at the top right of the selection box to de-select all selected Thoughts.Editing Thoughts and Links To resize the Selection box: Figure 83. Resizing the Selection Box To select Thoughts:   Hold down the Ctrl key as you click a Thought.

You can choose what types of connections to follow to build the selection. Childward will be the Thoughts below. Selection Box Context Menu Advanced Selection If you have a section of your Brain that you want to modify but you don’t want to select each Thought from the Plex. you can use the following techniques to quickly build a large selection. then click the Crawl Brain and Modify Selection command to select sets of connected Thoughts. as this is usually the easiest way to select a big group of Thoughts. and selecting Childward.  Click the Edit menu. and Jumpward are Thoughts to the left of the active Thought. Parentward will be the Thoughts above. We recommend going to the top Thought of the area you want.Editing Thoughts and Links Figure 84. With Crawl Brain selected you can add to the selection box from any direction around the Active Thought. PersonalBrain User Guide 80 .

Crawl Brain and Modify Selection Dialog Box  You can also use the Edit menu to add the results from the Search tab or the Reports tab to the selection. This avoids making the Thought into an “orphan. If you have difficulty telling which link you are pointing at with the mouse. you can also use it for other things besides what you see in the menu:   Searches can be limited to the content of the selection Exporting Thoughts from your Brain can be limited to the selection Unlinking Thoughts To unlink a Thought:  Click the link.” a Thought with no relatives. PersonalBrain User Guide 81 . Other Selection Uses Once you have created a selection. it is highlighted along with the two Thoughts it connects. it is generally easier to do the unlinking after you have done the linking. When the mouse pointer is over a link.Editing Thoughts and Links Figure 85. This makes it easy to tell which Thoughts will be unlinked if you click on the link. the click the Unlink command on the context menu Tip: If you are moving a Thought from one place to another by linking and unlinking it. just look at the highlighted Thoughts.

There are several ways to link to existing Thoughts. you can simply drag from the desired gate of one Thought in the Plex to another Thought in the Plex. A single Thought may have relationships with multiple Thoughts. You may find it useful to use the Expanded view when linking Thoughts. When you want to link a Thought to many other Thoughts. they allow information to be stored in and accessible from numerous places. you may want a Thought named “Aunt Mary” to be a child of your “Mentors” Thought and also a child of your “Family” Thought. Finally. create a pin of the Thought and link to it. If the Thought you can’t see in the Plex has a pin or a name in the Past Thought List. Note that the Thought you drag from does not have to be the Active Thought. For example. Link by Dragging to a Pin You can Link to a Thought that is not visible in the Plex if it has a pin. you can drag links to them. because you can see more Thoughts at once. PersonalBrain User Guide 82 . you can also link using the selection. The possibilities are endless. If your Aunt Mary is also helping you plan your next vacation. you can also use the multiple Thought selection function to unlink several Thoughts at once. Simply drag from the appropriate gate to the pin (see Figure 86). To do so:    Select the Thoughts you want to unlink by holding down the Ctrl key and clicking on each one Activate the Thought from which you wish to unlink the selected Thoughts Right-click in the selection box and select the Unlink command Linking Existing Thoughts As noted previously. the display of Thoughts is limited to close relations. In the Normal view. or you can link by using the Existing Thoughts list in the Create Child dialog box to quickly find the Thought to which you want to link. Link to Thoughts Not Visible in the Plex If both Thoughts are not displayed in the Plex they can still be easily linked in any of four ways.Editing Thoughts and Links In addition to being able to unlink Thoughts one link at a time. links are power. her Thought may also be a child or jump Thought to your “Vacation” Thought. Link to Thoughts Visible in the Plex When the Thoughts you want to link are both visible in the Plex. Pins help you save time. Not only do links allow for associations that group Thoughts conceptually. as described in the following sections.

PersonalBrain User Guide 83 . gates appear and can be used to create links. The relationship you establish by linking a Thought to a pin is between the Thoughts. if you delete the pin. Like pins. gates appear and can be used to create links. Dragging to a Pin Although pins do not normally have gates displayed.Editing Thoughts and Links Figure 86. when they are highlighted with the mouse pointer. the Link between the Thoughts will remain. Link by Dragging to the Past Thought List As with pins. Thoughts in the Past Thought List do not have gates displayed normally. but when they are highlighted with the mouse pointer. you can link a Thought in the Plex to other Thoughts by dragging a Link from the appropriate gate of the Thought in the Plex to a Thought in the past Thought list (see Figure 87).

Dragging to the Past Thought List Link by Selecting a Thought in the Create Child Dialog Box You can also link by using the Create Thought dialog box: 1. The Create Thought dialog box appears. Type the first few letters of the name of the Thought you want to link to. Select the Thought and click the checkmark. Use the Create Child Dialog Box to Link PersonalBrain User Guide 84 . Start creating a Thought by dragging or using the Thought menu. PersonalBrain will fill in the rest (see Figure 88). 3. 2.Editing Thoughts and Links Figure 87. Figure 88.

Instead. Linking Using the Selection Cancel Creation of a Link Press the Esc key while dragging a link to abort the process. All of the current parents will be unlinked automatically. Activate the Thought to which you want to link. Figure 89.) Changing Relationships Using Drag and Drop Say that you decide that your “Marketing” Thought shouldn’t really be a child of your “My Clients” Thought.” You can quickly change relationships between Thoughts in a single step: Hold down the Shift key while linking a Thought to a new parent. 3.Editing Thoughts and Links Link Using the Selection Thoughts in the selection can be linked to the active Thought using the Selection menu: 1. then click the link command of your choice in the context menu. Select the Thought or Thoughts you want to link using Ctrl-click. 2. all of the former parents will be unlinked. (The mouse button should still be held down while you press Esc. it should be the child of “My Web Services. Note that even if a Thought has more than one parent. PersonalBrain User Guide 85 . Right-click the Selection box.

Changing Relationships PersonalBrain User Guide 86 .Editing Thoughts and Links Figure 90.

Click either the item you want to change (Thoughts. text shadow or Thoughts. Text Shadows (Before and After) To toggle the display of shadows and backgrounds: 1. Check or uncheck boxes next to Text shadows and Backgrounds as appropriate. Open the Preferences dialog box by selecting Preferences on the Options menu or the Plex context menu. Figure 91. then click OK. background). 2. 3. Click the Colors icon at the top of the box. Open the Preferences dialog box by selecting Preferences on the Options menu or the Plex context menu. To change the colors of shadows and backgrounds: 1. The color selection dialog box will be displayed: PersonalBrain User Guide 87 . 3. 2. The colors of both shadows and backgrounds can be customized as described below.Thought and Link Properties Thought and Link Properties Changing the Appearance of a Thought Thought Drop Shadows and Backgrounds You can add drop shadows globally to all Thought names so they can be seen more prominently. Click the Look & Feel icon at the top of the box. You can also turn on and off the display of backgrounds behind Thought names.

Sliding the wheel up (away from you) while hovering the mouse over the active Thought makes all Thoughts larger. Changing the Size of Thought Text You can change the size of your Thoughts by using the mouse wheel. sliding it down (towards you) makes all Thoughts smaller. then click the OK button. Colors Section of Preferences Dialog Box 4. Click the OK button in the Preferences dialog box.Thought and Link Properties Figure 92. 5. You can also change the size of all Thoughts by dragging the resizing circle that appears behind the active Thought. PersonalBrain User Guide 88 . Click the color of your choice.

Figure 94. Click the Select Thought Color button. Activate the Thought and click the Thought tool. Select Thought Color for Active Thought 3. To assign a color to a Thought: 1. then click the Set Color command. PersonalBrain User Guide 89 . or click the Custom button. 2. Either click an existing color in the palette. The Select Thought Color dialog box will be displayed. right-click the Thought you want to change and select Open Thought Window on the context menu. Or.Thought and Link Properties Figure 93. Changing Size of Thought Text Changing a Thought’s Text Color You can assign a specific color to a Thought so that it stands out visually.

Use any of the controls or combination of controls. if you have red selected. For example. The long vertical slider becomes a control for whatever you have selected. to select a color. After you click any color in the large circle. as described below. Or. PersonalBrain User Guide 90 . you can click in a blue area. then adjust the vertical slider. The squares and circles in the Choose a Color dialog box help you visualize the interplay with the colors so you can make adjustments at a glance without needing to manipulate individual sliders. The controls let you adjust the colors while locking a specific dimension. drag the slider up or down to make the color more or less intense. Method Click in the circle Use the slider Notes Click on any color in the large circle. then the slider adjusts the level of red ranging from 0 to 255. to quickly adjust the amount of blue. Selecting a Color 4.Thought and Link Properties Figure 95.

For example. but it will not change the level of red in the color.Thought and Link Properties Method Use the radio buttons and spinner arrows Notes Selecting a radio button not only changes the large circle to a square (or changes the square back to a circle depending on the option. Using the Saturation spinner arrows moves the small selection circle within the large color square left or right. If you know the hex value for the shade of your choice. 6. Viewing a Thought’s Details  To access the active Thought’s details. Adjust the amount of red in the current color. close it when you are through making changes. based on the values. Bri: Red: Green: Adjust the amount of green in the current color. If you used the right-click method to open the properties window. or click the radio button to lock in the shade. The Bri radio button is selected by default each time the Choose a Color dialog box is accessed. based on the values. Click the OK button to activate your choice. then click the Details command. and click within the square it will change the color.) This also locks or selects that color. 5. either click the Details command on the Thought menu or right-click the Thought. It's locked down at whatever setting you selected for red. or click the radio button to lock in the shade. if you select the radio button next to red. Hue: Sat: Using the Hue spinner arrows moves the slider indicator up or down. or click the radio button to lock in the shade. PersonalBrain User Guide 91 . 360 is equivalent to 0 for the Hue control. you can type it in the corresponding field. based on the values. Blue: Enter a hex value Adjust the amount of blue in the current color. Using the Brightness spinner arrows moves the small selection circle within the large color square up or down.

Thought and Link Properties Figure 96. the label text will appear in a box below the Thought. Figure 97. the total size of the Thought’s attachments. When a Thought’s attachments are modified. PersonalBrain User Guide 92 . Activate the Thought and click the Thought tool or right-click the Thought you want to change and select Open Thought Window on the context menu. Type the text for the label in the Label field. internal identification number. 2. date and time of original creation. Details of a Thought Details include the date and time of the most recent modification to the Thought. These values may be used for future integrations when publishing content or interfacing with PersonalBrain through an application program interface (API) or an XML file. When you point at the Thought. A Thought label To add a label to a Thought: 1. and GUID (the folder containing the Thought) identification. improving the accuracy of your searches and filters. the modification date of the Thoughts is also automatically updated. Adding a Label to a Thought Labels are hints that appear below Thoughts when the mouse cursor is placed over them.

Thought and Link Properties Figure 98. a photo. Your Brain will be hidden temporarily and red cross hairs will appear on the screen. While the captured item will become a picture. the picture zooms to a larger size automatically. If you used the right-click method to open the Thought window. or save them as attachments. then activate the Thought that will receive the new icon. or part of an Excel worksheet or PDF file. then click the Capture Thought Icon command (or press Ctrl+Shift+I). PersonalBrain User Guide 93 . A Thought Icon PersonalBrain has its own built-in camera for taking instant pictures of anything on the screen. You can use these pictures to create Thought icons or icons for Thought Types. You can use this feature to add instant previews of documents and Web pages you have added to a Thought. To capture an area of the screen as a Thought icon: 1. Attaching Images to Thoughts You can attach pictures to your Thoughts to provide a visual boost to your Brain. When you point to the icon next to the Thought. Make sure the screen item you want to capture is visible. 2. Figure 99. Label Field in Thought Tab 3. Right-click the Thought (or click the Thought menu). the source can be anything―a company logo. close it when you are through making changes.

To capture an area of the screen and copy it to the clipboard: 1.Thought and Link Properties 3. if the image is on a Web page. Capturing an Image to the Clipboard 2. Drag a rectangle around the area to be captured by dragging the mouse in a diagonal line from one corner of the rectangle to the opposite corner. then releasing the mouse button. For example. Images in the clipboard can be pasted as attachments. To capture the entire workspace. Capturing an Image as a Thought Icon When the mouse button is released. If the image PersonalBrain User Guide 94 . the area that was selected will appear as the Thought’s icon. Drag a rectangle around the area to be captured by dragging the mouse in a diagonal line from one corner of the rectangle to the opposite corner. Tips:   To capture from the PersonalBrain window itself. then releasing the mouse button. press the Tab key to toggle its visibility. pasted into Notes or the Plex. then click the Capture Image to Clipboard command. or used as icons. Figure 101. open the page in your browser. type the letter “A. then click the Copy command on the context menu.” To add an existing image icon to a Thought: 1. right-click the picture. Copy the image you want to use into the clipboard. Click the Edit menu. Figure 100.

The icon will be replaced. Images that you have attached to Thoughts are automatically loaded as thumbnails. and . Activate the Thought that has the icon to be removed. 2. Figure 103.Thought and Link Properties isn’t on a Web page. repeat the steps above. Paste Thought Icon Command To change a Thought’s icon. Right-click the Thought. PersonalBrain User Guide 95 . Removing a Thought Icon 3. To delete a Thought’s icon: 1. then click the Copy command on the context menu. When you point to the image. then click the Paste Thought Icon command on the context menu. Click the icon (to the left of the Thought name). Supported file formats for images include . png. right-click it from within any document. the picture zooms to a larger size automatically. 2. Click the Thought tab. then click the Delete Icon command. Figure 102.gif.jpg.

PersonalBrain User Guide 96 . such as color and an icon. Three “Person” Type Thoughts Once a type has been applied to a set of Thoughts. Creating a Thought Type To create a Thought type: 1. Type Thoughts are displayed in the Plex with all Thoughts that are associated to them as their children. In addition. similar to tag Thoughts. Activate the Thought you want to be the first instance of the new type. then click the New Type command. For example. The new type will appear as a Thought in the Plex. it can also be used to filter searches in your Brain and to create reports of all Thoughts of that type. Alternately. Figure 104. if you have a Thought named “Jane” of the “Person” type. that Thought is said to be an “instance” of the type. Type Thoughts have a dotted outline to distinguish them from other Thoughts. Click the Thought tool. click the button next to Type button. you may want to create a Thought type so that these attributes can be easily applied to many Thoughts. Enter the name of the type you want to create. 4. then click the New Type command. 2. This type might have a label— “Person”—and a specific color and icon so that all people in your Brain stand out and can be easily recognized. 3. the Jane Thought is said to be an instance of the Person type.Thought and Link Properties Thoughts Types If you have several Thoughts with which you want to share common attributes. This is one use of Thought types. Visible Thought Types Thought Types are visible as special Thoughts. click the Thought Type command. you may want to create a “person” type for all Thoughts that represent people in your Brain. then click the OK button. For example. you can right-click the Thought. “This is a Thought Type” is displayed just below the Thought tab when a Thought Type is active. When a type has been assigned to a Thought.

Activate a Type Do this . then click the Unlink command. Type the Type’s name in the instant activation field or click the Activate button in the Thought tool when the active Thought is associated with the Type you want to activate. Set the Type by using the Thought menu or context menu as in prior versions of PersonalBrain. Right-click the link from the Thought to the Type Thought. then click the Untyped command.. just as you would for any other Thought. click the Thought Type command.. Drag down from the Type Thought’s child gate and continue creating the Thought as usual.Thought and Link Properties Figure 105.. right-click the Thought. An Active Type Thought (“Dinner Places”) Type Thoughts can be edited by activating them and using the Thought tool. click the Thought menu or right-click the Thought. Set a Thought’s Type Remove a Type from a Thought Create new Thoughts linked to the active Type Thought Create a Super Type Drag up from the parent gate of a Type Thought. To do this . Or. Delete a Type Activate the Type Thought in the Plex. then continue creating the Super Type as usual. making the Type Thought a parent of the Thought to receive the new Type. PersonalBrain User Guide 97 . then click the Delete command.. or drag from the Thought’s parent gate to the Type Thought.

then click Type. then click the OK button to confirm the deletion 2. Tip: To arrange your display by Thought types.   To add a new Type.. Thought Types Window To manage Types using the Thought Types window: 1. click the Delete button. Click any Type to display all Thoughts associated to that Type in the Plex. Managing Thought Types The Thought Types window provides a centralized place to see and manage Thought Types.. click the Add New button. click Arrange Thoughts by. PersonalBrain User Guide 98 . then click the OK button To delete a Thought Type. then click the Thought Types Window command. Figure 106. click the Type to select it. You can create Types without assigning them to a Thought. type the name of the new Thought Type. Reuse a Type in another Brain Do this . right-click on the Plex background. Click the Options menu.. These Thoughts will remain visible in the Plex after you close the Thought Types window.. Copy and paste Type Thoughts from one Brain to another the same way you copy and paste other Thoughts.Thought and Link Properties To do this .

Click the Type button. Type names for one or more new Thoughts as usual. Activate the parent Thought. then return to PersonalBrain and open the Thought tool. then release the mouse button. Click the Type button and select the Edit Type command. Click the Icon button to the left. Capturing Pictures for a Thought Type 1. 4. For example. press the Esc key start over. 3. The area you selected will instantly be added as the Thought type’s icon. 3. 2. then click the Type of your choice. PersonalBrain User Guide 99 . Click the green button showing a check mark to save the new Thought(s) and close the dialog box as usual. drag down from the child gate. Create Child Dialog Box 2.” you can assign an icon of a smiley face to the Person type and it will appear next the Jane Thought and all other instances of the Person type. the picture will appear on that Thought (only) instead of the smiley face. Likewise. if you have a Thought named “Jane” of the type “Person. Navigate to where the picture is so that it is ready to be captured. a label assigned to a specific Thought would override the label of any Thought type assigned to that Thought. Crosshairs will appear on the screen. The Create Child dialog will open. Click on the two opposite corners of the area of the screen you want to use. Assigning a Type During Thought Creation 1.Thought and Link Properties Attributes that are assigned to a Thought type are inherited by all instances of the Type but will be overridden if there are attributes assigned directly to the Thought itself. Figure 107. Activate a Thought that has a type for which you want to capture a picture. then select Capture Thought Icon. If you make a mistake. if you then assign a picture of Jane as the icon for that Thought. But.

then select the Private check box in the Thought tab to mark the Thought as private. Thought URLs can also be added as attachments to Thoughts and can also be used in Notes. you can create Thought tags. For information about creating and using tags. the Thought type “Person” could be the super type of the type “Executive. then click the Copy Thought URL command. Making Thoughts Private Thoughts may be marked “Private. click the “Allow” command when you are prompted to do so after first running PersonalBrain. Just like a Thought can have a type. To copy a Thought URL:  Right-click the Thought (or click the Edit menu). For example. PersonalBrain User Guide 100 . Activate the Thought. allow PersonalBrain to communicate over the network if your firewall currently blocks this communication. A Private Thought Thought URLs Each Thought in PersonalBrain has been assigned a unique URL. For Windows only: Thought URLs can be added as hyperlinks so that when the link is activated PersonalBrain will go to the referenced Thought. each type may in turn have a super type. A URL can be used to create links to Thoughts in the same Brain or in other Brains. For this feature to work. When you export your Brain.Thought and Link Properties Super Types PersonalBrain supports multiple levels of types for advanced modeling. please see the Tags section beginning on page 159. Super types can be used when there is a category of Thoughts which is subset of a larger category. Super types are set on the dialog box for the type in the same way a type is set in a Thought’s Thought tab. For the Windows Firewall.” Private Thoughts will appear in a different color (based on the Preference settings for Thought colors). Figure 108. you have an opportunity to include or exclude private Thoughts. The attributes assigned to a super type are inherited by its sub types and instances.” If there are multiple attributes you would like to add to your Thoughts.

Thought and Link Properties

Figure 109. Copying a Thought URL

To paste a copied Thought URL so it will be another Thought’s attachment: 1. Activate the Thought to which it should be copied (which may be in the original Brain or any active Brain), then right-click the Thought (or click the Edit menu). 2. Click the Paste Web Link command. The URL will be added to the Thought as an attachment.

Figure 110. Pasting a Thought URL

To paste a Thought URL after it has been copied so that it becomes a hyperlink in a Note: 1. Select the text that will be the link, then click the Insert menu. 2. Click the Insert Hyperlink command.

PersonalBrain User Guide

101

Thought and Link Properties

Figure 111. Inserting a Hyperlink in a Note

3. Press the Ctrl-V combination key to paste the copied URL into the Address field where the cursor is blinking, then click the OK button.

Figure 112. Pasting the Thought URL as a Hyperlink

To use the link in the Note, hold down the Ctrl key while clicking the text that has been associated with the URL.

Changing the Appearance of a Link
Links are created automatically when you create Thoughts. You can control the way they appear in order to clarify relationships or just to create a more pleasing view of your Brain, based on your personal preference. You can also manipulate links in order to add or change relationships between your Thoughts. To change the appearance of a link: 1. Click the link whose properties you want to change.

PersonalBrain User Guide

102

Thought and Link Properties

2. Click Link Properties on the context menu. The properties for the link will be displayed:

Figure 113. Options for Changing Link Properties

 

To display a label for the link, type the text in the Label field. To change the link’s color, click the color icon, click the color of your choice or click the Custom button, choose a color, then click the OK button. For information about using the Choose a Color dialog box, see “Changing a Thought’s Text Color” on page 89. To change the width of the line used for the link, select from the dropdown list for Thickness.

3. Close the dialog box when you are through making changes. You might want to thicken links to illustrate the strength of particular relationships between Thoughts.

PersonalBrain User Guide

103

Thought and Link Properties

Link Types
Link types are used to assign commonly-used relationships between Thoughts that share a label, color, and thickness so they can be easily recognized. Link properties and types will be retained even if the two linked Thoughts change their relationship but remain linked (for example, if a child Thought becomes a jump Thought of the original Thought).

In addition to setting their color, you can add labels to link types and you can change the thickness of the link to call special attention to relationships. 1. Click the link for which you want to create a type, then click the Link Properties command on the context menu.

Figure 114. Link Properties Command on Link Context Menu

2. Click the New… button in the dialog box and enter the name for the link type you want to create. 3. Whatever is typed in the Label field will automatically display when you point to the link in the Plex. Changing the Label text will also automatically change the name of the link type.

Figure 115. Link Properties Dialog Box

PersonalBrain User Guide

104

Thought and Link Properties 4. then click Yes to confirm the deletion PersonalBrain User Guide 105 . then click the thickness of your choice. then make the edits To delete a link type:  Click the link that is attached to the type you want to delete. click the Link Properties command on the context menu. 5. click the drop-down list button for the Thickness field. 6. click the Link Properties command on the context menu. Click the color icon button if you want to change the color of the link type. Close the dialog box when you are done. The new link type you created will now appear in the Link Type submenu whenever a link is clicked. To change the appearance of a link type:  Click the link that is attached to the type you want to revise. click the Delete… button. To change the thickness of the link.

For example. If there is only one attachment. 2. To open an attachment directly from the Plex:  Click on the icon next to the Thought with which the attachment is associated. Click the Thought tab. Attachments are displayed in the Thought tool.” The Files folder contains subfolders for each Thought with attachments that organize content stored in your Brain. If there are multiple attachments. or Right-click the attachment. it will be opened immediately. You can view the attachment list for non-active Thoughts by right clicking on them and then clicking Open Thought Window on the context menu. Opening and Renaming Attachments There are many ways to open an attachment. Use any of these methods to open an attachment from the attachment list:    Double-click the attachment. An attachment may have the same name as its Thought. Internal attachments are stored in the “Files” subfolder of that folder. then click the Open command on the context menu To rename an attachment: 1.brain file and _brain folder. There are many ways to do this as covered in this section. and folders to your Brain.Adding Files. or Click the attachment.” any Thought attachments will be stored within a folder named “Market Research_brain\Files. but it doesn’t have to—attachments can be renamed easily. and Folders You can add any number of files. and Folders Adding Files. then click the Open the selected attachments button on the toolbar located above the attachment list. Web Pages. the simplest way to integrate all of these items is to simply drag and drop them into the Plex. Activate the Thought that contains the attachment to be renamed. PersonalBrain User Guide 106 . if you’ve named a Brain “Market Research. but in general. Web Pages. Web pages. All of the information in your Brain is contained in the . The Thought folder is also used to store Thought icons and images inserted into Thought Notes. a list will be displayed for you to use to choose which attachment you want to open.

Drag and Drop “Drag and drop” techniques can be used to add information into your Brain from other programs as well as move information from your Brain into other programs. Web Pages. Click the attachment’s name so it is selected. you can drag and drop many types of information into PersonalBrain and a link to the original item will be created. Firefox and Internet Explorer are both supported.  Your File Manager:  The desktop and file Explorer can be used as a source for drag and drop operations. PersonalBrain User Guide 107 . Adding Attachments Using Drag and Drop You can use standard “drag and drop” techniques to add attachments to a Thought or to create new Thoughts by dragging and dropping from:  Your Web Browser: For Windows. The location of URL attachments may also be edited using the steps above except that you should click on the attachment’s location instead of its name. or other data. and Camino are supported.     Microsoft Outlook: If you use Outlook for email. Tip: You can also rename a selected attachment by pressing the F2 key and then making your changes. and Folders 3. The desktop and Finder can be used as a source for drag and drop operations. then click the Rename command in the context menu. contacts. Firefox. and then click it a second time to indicate that you want to rename it or right-click the attachment in the list. Other applications that support drag and drop of files will also work. For Mac OS X.Adding Files. pause. Other browsers that support drag and drop of URLs will also work. Safari.

Web Pages.  Drop items on any Thought visible in the Plex to attach them to that Thought: The dropped items will be attached to the Thought on which it was dropped.Adding Files.  Drop items on the attachment list: The dropped item will be added to the list. The Thoughts will be linked to the active Thought. For example:  Drop items on an empty area in the Plex to create new Thoughts: New child Thoughts will be created and named based on the items that were dropped. PersonalBrain User Guide 108 . you may drop it in different locations to accomplish different results. Note that items can be dropped both on the attachment list of the active Thought as well as any other attachment lists you may have opened via the right-click context menu. and Folders When you drop an item in PersonalBrain.

Dragging New Attachments Copying and Moving to Other Locations with Drag and Drop You can also use drag and drop on items in the attachments list to move or copy them to locations outside of your Brain. PersonalBrain User Guide 109 . Web pages are always attached as links. it will not affect the copy that is in your Brain. you are opening the originally dragged item. not only can you create links to them. either save it as a file or copy and paste its content into a Thought’s Notes. the revisions will not be reflected in the original source file and if the original source file is moved or deleted. Move attachment: Holding down the Ctrl and Shift keys as you drop an item into your Brain will move that item into your Brain.  Move the attachment: Dragging the item out of your Brain removes it from the brain and places it in the destination to which you drag. If the original item is moved or deleted. it will no longer be accessible from your Brain. If you make revisions in the attachment in your Brain. and Folders When adding attachments. Web Pages.  Link attachment: Drag and drop defaults to creating a link to the item. Whenever you open a linked item.   Only files can be copied or moved. Copy attachment: Holding down the Ctrl key as you drop the item into your Brain makes a copy of that item and stores it internally. Moving or copying files into your Brain makes it easy back up all the information in your Brain easily and also makes it easier to share this information since it is all in one place. inside of your Brain. removing it from its original location. If you want to copy the content of a Web page into your Brain. but you can choose to move or copy some items into your Brain. The original version stays in its original location and the attachment is not moved or copied. Figure 116.Adding Files.

Activate the Thought in which you want to add the attachment and click the Thought tab. 1. Tip: You can also drag and drop attachments from your Brain onto other programs that support drag and drop so that the other application will open the file. drag the file out of the Thought tab and drop it into the location of your choice. Moving a File Out of PersonalBrain  To move a file out of PersonalBrain. Copy the attachment in the application of your choice (for example. select “Move dropped files” instead of “Link to dropped files” for the On drag and drop of files to PersonalBrain setting. In the UI section of the Preferences dialog box.Adding Files. 2. you can drag and drop a Web page from the attachment list to a browser window to have the browser open that page. 3. Moving a File into a Brain After It Is Attached as a Shortcut to a Thought  Right-click the filename in the Thought tab. Right-click below any attachments in the list. PersonalBrain User Guide 110 . and Folders  Copy the attachment: Holding down the Ctrl key as you drag the item from your Brain places a copy in the destination and retains the original attachment in your Brain. For example. if you want to add a file from your desktop. Web Pages. You can also use the Thought menu to paste into the active Thought or you can right-click on any Thought and paste into it via the context menu. then click the Move File into Brain command. The small arrow in the icon to the left of the Thought name will disappear once the file is moved into the Brain and the location will appear as “Internal. then click the Paste Files/Folders command on the context menu. This will move the file into your Brain instead of only creating a shortcut to it. Drag and drop can also be used to move and copy attachments between Thoughts—drag from the attachment list to the Plex or to another attachment list. You can also click the Paste button in the toolbar at the top of the attachment list. right-click the file’s icon). Copy and Paste You can use standard copy and paste techniques to add items to the attachment list in the Thought tab.” Tip: You can change the default for what happens when you drag and drop files into your Brain.

then click the Copy command on the context menu. Clicking below the list in an empty area will show fewer commands because those that are applicable to a specific attachment will not be displayed. Capturing a Picture for an Attachment 1. Open the Thought tool for the Thought you want to add the picture to. Click the Add Attachment button. then select Capture Image. 1. instead of using the context menus. Cross-hairs will appear on the screen. Right-click the Thought to receive the copied attachment. Activate the Thought containing the attachment you want to copy and click the Thought tab. 2. Right-click the attachment in the list. 2. then return to PersonalBrain. then click the Paste Attachments command on the context menu. PersonalBrain User Guide 111 . Tip: If you prefer. Web Pages.Adding Files. you can Ctrl-drag an attachment from the list to any Thought in the Plex to copy the attachment from one Thought to another. 3. Copying an Attachment from One Thought to Another You can easily copy attachments between Thoughts using context menus. Navigate to where the picture is so that it is ready to be captured. and Folders Figure 117. Attachments Context Menu Tip: The context menu displays a different set of commands based on where you click.

Web Pages. and Folders 3. Right-click an attachment to display all available commands. then enter the name of the new file to create. The area you selected will instantly be added as an attachment. if you have opened a Word file that is an internal attachment to a Thought. Using the Save As Command You can use any application’s “Save as” command to create a new file inside your Brain. Attachment List Context Menus The attachment list in the Thought tab makes it easy to view and change information quickly. Attachments Shortcut Menu PersonalBrain User Guide 112 . Figure 118. Click on the two opposite corners of the area of the screen you want to use. For example. click the Save as command.Adding Files. The new file will automatically appear in the Thought’s attachment list. you would click the File menu. If you make a mistake. press the Esc key start over.

Copy to Templates: Create a template that you can use to create new attachments based on the selected attachment Move File out of/into Brain: Switch this attachment between internal and external storage. a new message will be started in Outlook and the address will be inserted into the message text area. and automatically add the selected attachment as an attachment of the new message Add Attachment: Create a new attachment Open Thought Folder: Open the folder where attachments for the Thought are stored.   URL Attachment Context Menu An attachment that is a Web address has a slightly different context menu. the attachment will be removed from its current location when it is pasted elsewhere in your Brain Paste Files/Folders: Paste a file or folder you have previously copied (this command is only visible if there is a file or folder in the clipboard) Delete: Delete the selected attachment (you will be prompted to confirm the deletion) Rename: Change the name of the selected attachment       Email Attachment Using Outlook: Open Outlook (unless it is already open). start a new message. if you are moving the file out of your Brain. When you right-click an attachment that is a Web address and select the Email URL command. and Folders File Attachment Context Menu The file attachment context menu includes the following commands:      Open: Open the selected attachment in its default application Open with …: Open the selected attachment in an application that you will specify Select Related Thoughts: All Thoughts that have content mentioned in the attachment will appear in the Selection box. PersonalBrain User Guide 113 . Web Pages.Adding Files. you will be prompted to specify the destination folder Copy: Copy the selected attachment to the clipboard Cut: Place the selected attachment into the clipboard.

URL Shortcut Menu Attachment List Settings You can sort the list of attachments by their name. date. Figure 120. For example. The current sort order is indicated by the small arrow displayed next to the item on which the list can be sorted. size. or location.Adding Files. Sorting Attachments Working with Multiple Attachments You can add multiple attachments to Thoughts and you can have many types of attachments for a single Thought. and Folders Figure 119. type. then click the option of your choice. if you have a Thought for a PersonalBrain User Guide 114 . click the down-arrow to the right of the current sort option. To do so. Web Pages.

then click the Add Attachment subcommand. Drag and drop an item into the attachment list. you might attach their bog as a Web page. Click the Thought tab. and their contact information as an Outlook link—all in the same Thought. When there is more than one attachment. Use any of these four methods to begin adding an attachment:     Click the Thought menu. For example. then click the Add Attachment command. the number of attachments is displayed on the Thought icon. and Folders person. the Thought shown below has two attachments: Figure 121. Number of Attachments Indicator To add a new attachment: 1.Adding Files. 2. then click the Attachment command. Activate the Thought to which you want to add an attachment. then click the Add Attachment button or double-click in an empty area of the attachment list. PersonalBrain User Guide 115 . their resume in a file. Right-click the Thought. Web Pages.

and Folders Figure 122. Adding Additional Attachments PersonalBrain User Guide 116 .Adding Files. Web Pages.

and Folders If you selected the Add Attachment command. To select an existing folder. You can add files to use as templates by clicking the Templates… button. click the Link to URL button. They are created automatically when you drag a folder into the Plex. navigate to the file of your choice. Add Attachment Dialog Box  To create a new file. New file types will appear on this list automatically when you install new software on your computer. type or paste in the Internet address. click the Link to Folder button.     Creating Virtual Thoughts by Dragging and Dropping Folders Virtual Thoughts are used to represent folders that connect to your Brain but are not stored inside your Brain. click the type of file you wish to create from the list. then click the Open button. To select an existing file. To select a Web address. click the Link to File button. then click the OK button. navigate to the folder of your choice. PersonalBrain User Guide 117 .Adding Files. the following dialog box will be displayed: Figure 123. then click the OK button. Web Pages.

In addition to allowing you to navigate through the folders. and Folders Files within virtual Thoughts do not appear in the Plex as child Thoughts. Virtual Thoughts also have the following capabilities:     You can enter Notes (including images) for virtual Thoughts. rename. You can create Thoughts from virtual Thoughts and link Virtual Thoughts to other Thoughts. PersonalBrain User Guide 118 . Figure 124. they appear in the Thought tab.Adding Files. You can create. they remain in their original locations and are not converted into internal files. the folders will appear in the Plex as child Thoughts. delete. Web Pages. Any changes you make to the contents of the folder that a virtual Thought represents are reflected automatically in PersonalBrain. copy and move files within virtual Thought folders just as you would with regular Thoughts. A Virtual Thought Represented by a Folder When you open and save files that are in virtual Thoughts. You can add zoomable Thought icons just like for regular Thoughts. If a virtual Thought contains folders.

Files Inside of a Virtual Thought Folder “Show virtual Thoughts for folders” must be selected in the UI section of the Preferences dialog box in order for the files to show. For example. To remove a virtual Thought from your Brain:   Click the link of the virtual Thought Click the Unlink command Figure 126. PersonalBrain User Guide 119 . and Folders Figure 125. you may prepare correspondence using a common letterhead. You can designate template files that will be at your fingertips whenever you create attachments.Adding Files. Deleting a Virtual Thought Adding a Template File to Your Brain There may be types of files that you create frequently that share a common look and feel. Web Pages.

use your file manager to navigate to the file of your choice. save it under a new name in order to preserve your original template. and Folders To create a template file: 1. If your file is on the desktop. Adding a New Template 3. you can drag it from there. then close the window. Click the Add Attachment button in the Thought tab. otherwise. the file you added will be available in the list of attachments. Click the Templates button. 4. Drag the file of your choice into the window. Click the Yes button to confirm that you want to open the templates folder. Tip: If you edit one of the files in your templates folder. The next time you open the Add Attachment dialog box. 5. PersonalBrain User Guide 120 .Adding Files. Figure 127. 2. Click the Yes button to confirm that you want to open the templates folder. Web Pages.

or use the context menu. For example. if you select Outline view and then close PersonalBrain. PersonalBrain User Guide 121 . PersonalBrain automatically remembers the last view you used and selects it by default. Outline view will be active. Figure 128. Expanded view: For displaying a limitless number of generations at once. use the View menu. There are three ways to change to a different view—use the Switch View button. the next time you open it.Advanced Navigation and Alternate Views Advanced Navigation and Alternate Views Changing How You View Your Thoughts There are three views for displaying your Thoughts:  Normal view: For focusing on the active Thought and displaying information pertaining to it parent Thoughts above. child Thoughts below. In Normal view. and jump Thoughts to the left. primarily hierarchical view of your Thoughts. then click the view of your choice. Viewing or Hiding Distant Thoughts in Normal View   Outline view: For a more expanded. Clicking the button restores the view to the previous number of generations. To use the Switch View button to change the view:  Click the Switch View button at the top of the screen (just below the menu bar). you can expand the generations of Thoughts you see by clicking the Expand All button.

click the View command. click the View command. then click the view of your choice.Advanced Navigation and Alternate Views Figure 129. Menus for Switching Views Tip: One way of quickly identifying the current view is to note which view has the check mark. To use the context menu to change the view:  Right-click in the Plex. then click the view of your choice. Figure 130. use Outline view when you want to see a more traditional structure. and to use Expanded view for viewing and analyzing Thoughts. A rule of thumb for when you might use each view is to use Normal view when you’re creating Thoughts and navigating the Plex. PersonalBrain User Guide 122 . Switch Views Button To use the View menu or context menu to change the view:  Click the View menu or right-click in the Plex background.

just like children but in reverse.Advanced Navigation and Alternate Views Using Outline View Figure 131. organized way of looking at your Thoughts. The expand all and collapse all controls affect both children and parents. The level of detail can go as deep as you want while maintaining an ordered view. Outline view provides unlimited expansion in a parent-ward direction. Plex in Outline View Providing a clean. PersonalBrain User Guide 123 . The Expand All and Collapse All commands on the View menu and the PersonalBrain button bar let you show and hide entire levels of the display at once. and so on. Parents can be expanded to show grandparents. great-grandparents. easily understood overview of the active area of your Thought network. Outline view enables a fast.

Not only can you expand your view in every direction at once. in this view. each child’s children appear indented below them when they are expanded. jump Thoughts are also displayed. When hovering the mouse pointer over these lines the related Thoughts are highlighted.Advanced Navigation and Alternate Views Figure 132. For example. if a Thought is both the child of the active Thought as well as a child of one of the active Thought’s parents. parent Thoughts appear to the upper-left and child Thoughts appear to the lower-right of the active Thought. Using Expanded Thoughts View Using the Expanded Thoughts view along with the Expand All command lets you see all generations of your Thoughts. Figure 133. Collapse or Expand a Thought Much like a conventional outline. however. but you can even choose to expand or collapse some Thoughts while PersonalBrain User Guide 124 . Using the Expanded view gives you ultimate flexibility and control over which Thoughts are displayed and how they are arranged. In contrast to a standard outline. This view also differs from normal outlines in that network relationships are represented by additional links that appear between Thoughts. This gives you everything from fine-grained control to the power of seeing large amounts of information in just a few clicks. Expanding or Collapsing from the View Menu You can expand or collapse Thoughts one level at a time or on a case-by-case basis by clicking the Collapse or Expand buttons that appear when you point at a Thought. this will be shown by a line connecting the two. They appear to the lower-left of the active Thought. In addition.

Figure 134. You can also save expanded views for easy access later. Jane’s Brain in Normal View PersonalBrain User Guide 125 .Advanced Navigation and Alternate Views leaving others as they are.

Jane’s Brain in Expanded View after Expanding All Figure 136. additional generations do not initially display. 5 Generations of Thoughts A border around a Thought indicates that all of its generations are currently showing. PersonalBrain User Guide 126 . Click the Expand All and Collapse All buttons on the toolbar to show and hide distant Thoughts. When you switch to Expanded Thoughts view.Advanced Navigation and Alternate Views Figure 135. You can also use the Expand All and Collapse All commands on the Options menu or the context menu.

Figure 137. Only the active Thought will remain in the Plex. Collapse All Button PersonalBrain User Guide 127 . click the Last Expanded command (on the View menu or context menu.  Collapsing All Thoughts When your Brain is in Expanded view you can collapse all Thoughts by clicking the Collapse All button. Expand All Button Maintaining the Active Thought While Expanding the View  To maintains the current active Thought and other linked Thoughts and switch the Plex to Expanded view.Advanced Navigation and Alternate Views Expanding All Thoughts by One Generation When your Brain is in Expanded view you can expand all visible Thoughts by one generation by clicking the Expand All button. reactivating whatever Thought was active at that time. Figure 138. another generation of all Thoughts will appear in the Plex. To return to how the Plex looked the last time it was in Expanded view. click the New Expanded command (on the View menu or context menu. Each time you click this button.

To move all of the Thoughts onscreen at once. Expand and Collapse Thought Controls The Thought will remain as you left it (expanded. Pointing at the expand control displays a rounded rectangle around each Thought that will be expanded. or however it was previously) even when you point at a different Thought and expand or collapse it. You can drag up. Appearance of Expanded Thoughts Panning and Scaling the Expanded View When in Expanded view. the network of Thoughts may be too large to display all Thoughts onscreen at once. collapsed. left. You can expand an individual Thought up to two generations using these controls. clicking the Collapse All button hides one generation of Thoughts (the youngest). Pointing at the collapse control displays a line crossing out each Thought that will be hidden. Figure 140.Advanced Navigation and Alternate Views When your Brain is in Normal view. Visual cues appear when the mouse is over a Thought’s collapse or expand control. down. use your mouse to drag any blank area of the Plex window. Figure 139. Thoughts may be displayed anywhere within the Plex window. Thoughts that are surrounded by a dotted-line border have already been fully expanded. Expanding and Collapsing Individual Thoughts When your Brain is in Expanded view you can expand or collapse one or more Thoughts by using controls that appear when you point at a Thought with the mouse. or right to position the PersonalBrain User Guide 128 .

After you drag a Thought. Thoughts that have been dragged will be anchored to their assigned location unless you move them again. you can resize Thoughts using the mouse wheel or by dragging the resizing circle behind the active Thought. or unanchor them using the Anchor control described below. When the control is filled. Double-click a second time to restore the Tools tabs. PersonalBrain User Guide 129 . you change the view. the Thought will not move unless you move it yourself. Double-click within the Plex to maximize it. the Thought will automatically be repositioned based on the location of the connected Thoughts. you may find it more convenient to switch the Plex to full screen. Before you drag a Thought.   Ctrl-wheel up to increase the distance between Thoughts Ctrl-wheel down to decrease the distance between Thoughts You can also adjust the spacing between Thoughts and the size of Thought text independently. Dragging Thoughts to Different Locations in the Plex When your Brain is in Expanded view you can adjust the layout of Thoughts by dragging them to a new location in the Plex. Your Brain will retain its current structure as you reposition it within the Plex. You can click the Anchor control to toggle its state. Just spin the mouse wheel over an empty area of the Plex to adjust spacing and spin the mouse wheel over the active Thought to adjust text size. When the Anchor control is empty. Dragging a Thought will automatically pull along connected Thoughts and push other Thoughts out of the way as you drag. the circle in its Anchor control will be filled. Adjusting the Distance Between Thoughts When your Brain is in Expanded view you can change the distance between Thoughts by holding down the Ctrl key as you move the mouse wheel up or down. To see more of the view at once.Advanced Navigation and Alternate Views Thoughts in the Plex as you want to see them. Tip: When you use Expanded view. the circle in its Anchor control will be empty.

Saved expanded views are also included in BrainZips. A Thought Dragged and Anchored Saving Expanded Views You can save and recall customized Thought layouts just how you left them. The Anchor Control Figure 142. PersonalBrain User Guide 130 .Advanced Navigation and Alternate Views Figure 141.

Type a name for the view and then click OK. Click the View menu.Advanced Navigation and Alternate Views Figure 143. Click the View menu. then click OK. To load an expanded view: 1. Open the Load Expanded View submenu and click the view of your choice. 2. 2. To rename a saved view: 1. you’ll be able to give it a different name or delete it. Click the Save Expanded View As command. 2. Click the View menu. 4. Click the Save Expanded View command. To save the View under a new name: 1. Click the Manage Saved Views command PersonalBrain User Guide 131 . Click the View menu. type in a new name. 3. It’s a good practice to delete views you believe you’ll never want to access again. 2. Options for Saving and Managing Expanded Views To save an expanded view: 1. including activating the Thought you want to be active when you display the view. Expand the view and arrange the Thoughts as you prefer. Managing Saved Views After you’ve saved an expanded view.

make any revisions to the name. Click the Delete button. parents. You can drag the scroll box in the bar to view Thoughts that are off the screen. then click OK.Advanced Navigation and Alternate Views 3. Tip: Use the mouse wheel to scroll through your Thoughts or adjust spacing. jumps or siblings) Adjusts the spacing between Thoughts Scrolls through the entire display Expanded view Outline view Scroll Bars When your Brain is in Normal view and there are more Thoughts linked to the active Thought than those currently showing in the Plex. 2. Click the Close button. The size of the scroll box automatically adjusts to give you an approximate idea of how much content there is off-screen—a smaller scroll box means there is more off-screen data. Click the Close button. 4. Click the View menu. you will see PersonalBrain’s vertical and/or horizontal scroll bars. PersonalBrain User Guide 132 . 5. based on the active view: When the Plex is in … The mouse wheel … Normal view Scrolls through the set of Thoughts where the mouse is pointing (children. Click the view to be renamed. then click OK to confirm. To delete a saved view: 1. Click the Rename button. Click the view to be deleted. 5. 4. Click the Manage Saved Views command 3.

attachment. type. Create a report or select a saved custom report. This can be used to show or hide only Thoughts that match the criteria you select. Appearance of Scroll Bars Indicates Off-screen Volume Filtering Thoughts from the View You can temporarily hide or show Thoughts in the Plex based on the current report. Plex Filtering Options PersonalBrain User Guide 133 .” Select “Off” in the drop-down Filter list to stop filtering the Plex based on report criteria. Select “Inverse” in the drop-down Filter list to hide all Thoughts that meet your report’s criteria. To filter the display in the Plex: 1. or anything else you can report on. Then:    Select “Normal” in the drop-down Filter list on the report toolbar to hide all Thoughts that are not included in the report. This display filtering feature lets you apply your report criteria to the display. Filter by tag. This is called “inverse filtering. date range.Advanced Navigation and Alternate Views Figure 144. Figure 145.

while providing a visual cue that the item doesn’t meet the current filtering conditions. PersonalBrain User Guide 134 . This lets you use the item as usual without having to first toggle the filter off. an “X” is displayed on the item (as if it is “crossed out”). Tip: Remember to check this setting if you can’t find something that you remember putting into your Brain. When a pin or Calendar item doesn’t meet the filtering criteria.Advanced Navigation and Alternate Views Pins and Calendar items are not filtered.

Click the Hide pins in presentation mode check box. optionally. You can leverage the connections in your Brain to help you tailor a presentation according to the audience’s interest. then click Preferences. then click the Preferences command. right-click a blank area in the Plex. Hiding Pins While Presenting If you like. 4. Entering Presentation Mode  Right-click a blank area in the Plex. 1. optionally. 3.Advanced Navigation and Alternate Views Presenting Your Brain You can take advantage of all PersonalBrain’s powerful display options to wow your audience while enhancing their understanding. Presentation mode takes over the entire screen and automatically hides the Past Thought list.) Exiting Presentation Mode  Press the Esc key or right-click a blank area in the Plex. (Or.) 2. then click the Presentation Mode command. then click the Presentation Mode command. Click OK to save your setting. (Or. then click the Presentation Mode command to de-select it. Click the UI button at the top of the Preferences dialog box. Click the Options menu. click the Window menu. you can prevent pins from showing when your Brain is in Presentation mode. PersonalBrain User Guide 135 .

based on what you’re doing in another application—typing text or copying text.   When ESP Sync suggests a Thought. it is moved to the center of the Plex as if you activated it yourself. files. When ESP Sync activates a Thought. the suggestion appears in large dimmed type below the activate Thought. Whether ESP Sync suggests or activates a Thought is based on the current Preferences settings (explained below). Note that ESP only monitors what you type under Windows. or URLs. The name of the most recent active Thought appears in large dimmed type below the ESP Sync-activated Thought. Hiding Pins in Presentation Mode Using Your Brain’s Extra Sensory Perception (ESP) ESP Sync is a feature that works automatically to anticipate what Thought you might want to activate. This intuitive assistance means you don’t need to navigate to the Thought yourself. PersonalBrain User Guide 136 .Advanced Navigation and Alternate Views Figure 146.

Setting ESP Sync Preferences By default. to activate a Thought that is link to a file. then click the UI icon. With ESP Sync in “automatically activate” mode. PersonalBrain User Guide 137 . Or. click Preferences in the context menu. Figure 147. rightclick a blank area of the Plex. ESP Sync is case-sensitive. so it will be looking for matches based on the capitalization you use. To view or change the current settings. You can turn this sensitivity off (see below). that Thought will be activated. So. ESP Sync is on in Suggestion mode. if you copy a file that is attached to a Thought on your hard drive. then click the UI icon. You don’t recall her husband’s name and you’d like to include it in your message. click the Preferences command. This is a convenient feature when you find a file using an external search application such as Google Desktop and then want to see it in your Brain. but you can de-activate it as well as change how it behaves. you can right-click it and click the Copy command on the context menu (you don’t ever have to actually paste the file anywhere).Advanced Navigation and Alternate Views Say that ESP Sync is in “automatically activate” mode and you are composing an email message to a friend. Assuming you’ve entered that information in the Note for her Thought. A Thought Activated by ESP Sync By default. your Brain would automatically find it for you as you finish typing her name by pressing the space bar or any other terminator. click the Options menu.

Advanced Navigation and Alternate Views Figure 148: ESP Sync Options in the UI Section To turn ESP Sync off:  Uncheck Monitor clipboard To turn case-sensitivity off:  Uncheck Ignore text that is all lowercase To request that a Thought found by ESP Sync stays active beyond one minute even if you don’t click within your Brain:  Uncheck Cancel if not used within 1 minute To have ESP Sync automatically activate a Thought instead of only making a suggestion:  Open the drop-down Activation list and select Automatically activate To have ESP Sync only suggest a Thought instead of making it active:  Open the drop-down Activation list and select Suggest only PersonalBrain User Guide 138 .

Advanced Navigation and Alternate Views Analyze Main Thoughts The Analyze Main Thoughts command places a ring around your Brain’s most important Thoughts and lists these Thoughts in the Selection box. PersonalBrain User Guide 139 . Most important Thoughts are listed first in the Selection box. Analyze Main Thoughts Command Figure 150. The Plex with Main Thoughts Analyzed  To remove the rings around main Thoughts. click the File menu. then click the Analyze Main Thoughts command. click the Utilities command. Figure 149. click the Utilities command. as calculated based on a network analysis of the links and content of your Brain. then click the Hide Main Thoughts Analysis command.  Click the File menu.

Using PersonalBrain Tools

Closing the Selection box removes the dashed borders around Thoughts in the Plex as usual, but does not remove the rings.

Using PersonalBrain Tools
You can think of each of PersonalBrain’s six Tools as a personal assistant who is ready to help when asked. You can give any of them the day, week, or year off if you choose not to use their services, but they’re all standing by, ready to assist you—-at the click of your mouse.

Figure 151. PersonalBrain’s Six Tool Tabs

Tools Overview
Each of the six Tool tabs can be displayed on any side of the PersonalBrain window. You can change their size to suit your preferences. Here are general guidelines that apply to all Tools:    To access a Tool, click its tab. For example, to access the Calendar Tool, click the Calendar tab. To enter information using a Thought-specific Tool, activate the Thought, then click the Tool’s tab. To view Thought-specific Tool information for a particular Thought, use the mouse to point to that Thought or press an arrow key on the keyboard and highlight it. If no Thought is highlighted, the information displayed is for the active Thought. Because the Search Tool and the Reports Tool do not pertain to specific Thoughts, their window content is not affected by the active or highlighted Thought.

PersonalBrain User Guide

140

Using PersonalBrain Tools

Figure 152. Some Tools Pertain to Specific Thoughts

To make the Tools window taller or shorter: Point at the area just above the Tools window. When the sizing mouse pointer appears, drag up or down to make the window taller or shorter. To make a Tools tab wider or narrower: Drag the middle border left or right.

Figure 153. Sizing the Tools Window

PersonalBrain User Guide

141

Using PersonalBrain Tools

To separate a Tool from other Tools: Drag its tab to the side of the Plex or any other Tool pane. You can drop tabs on the side area of any pane to move the associated Tool there.

Figure 154. Docking a Tool in the Plex

PersonalBrain User Guide

142

Using PersonalBrain Tools

To merge a Tool into another Tool’s window: Drag its tab to the center of another Tool’s window.

Figure 155. Merging a Tool with Other Tools

PersonalBrain User Guide

143

then click the Open Notes Window command. PersonalBrain User Guide 144 . Figure 156. click the Thought menu. Maximizing and Restoring a Tool  To open Notes in floating windows that remain open when another Thought is active: Activate the Thought whose Note should remain open in a separate window.Using PersonalBrain Tools  To maximize or restore a Tool: Double-click on the Tool’s tab. Tip: Click the Reset Tools Layout command on the Options menu any time to restore the Tools to the default layout.

making it easy to embed hyperlink. PersonalBrain User Guide 145 . Restoring the Default Tool Tabs Layout Notes Figure 158. images. HTML-based notes can be conveniently published on the Web. Also. and more.Using PersonalBrain Tools Figure 157. They can be extremely useful for annotating or expanding information about your Thought. Notes Tab Notes associated with a Thought are visible when the Notes tab is active. Notes are HTML-based.

You’ve probably used many of these buttons before in multiple applications. revise. or other attribute first. select the text first. The standard techniques you use in other text editors when you type. the standard Command key shortcuts also work. or Click at the beginning of the text. size. then hold down the Shift key as you click at the end of the text to select all text in between. but you can switch to the HTML view if needed. color. and Ctrl-A for Select All—work as you would expect in Notes. Using the Notes Toolbar The Notes toolbar includes tools for basic word processing activities. all View menu commands pertain to Notes for all Thoughts while the Format menu commands pertain to the specific Note that is active. Standard text selection techniques work in Notes:     Drag the mouse through text to select it.Using PersonalBrain Tools Using Notes Menu Commands The menu bar at the top of the Notes tab contains menus that pertain only to Notes. PersonalBrain User Guide 146 . If you want to change the appearance—type face. or Double-click to select an entire word. Optionally. Notes Toolbar Entering Notes To enter a Note. Some commands are global for all Notes and some apply to just the active note. you can select a different typeface. Figure 159. activate the Thought to which the Note pertains. By default. text appears in Design view.) You can copy and paste within Notes and between PersonalBrain and other applications. (On Mac OS. and format in PersonalBrain Notes:   Allow automatic word wrapping to control line endings. except when you want to begin a new paragraph—press the Enter key to begin a new paragraph. Notes are saved automatically when another Thought is activated. then click in the open area below the Notes toolbar buttons and begin typing. Ctrl-V for Paste. triple-click to select an entire line  Standard keyboard shortcuts—such as Ctrl-C for Copy. font size. and then begin typing. text color. For example. highlighting— and want to have control over exactly which text becomes formatted.

Checking Your Spelling A spell checker is automatically at work for your Notes. Tip: Ctrl-S is the keyboard shortcut for saving the active Note. highlighting. or change in typeface or font size. You can customize the dictionary by adding words to it. Potential misspellings are automatically highlighted and you can right-click to view suggested spellings. then click the Undo command) to immediately undo your most recent action in Notes. 2. Click the Save command. click the File menu within the Tools window.Using PersonalBrain Tools One special feature for PersonalBrain Notes is that if no text is selected and you select a formatting command such as bold. To save a note manually: 1. The Save command will be grayed in the File menu until you make a new change in the active Note. then click the Print command. Notes Saved Message A “Notes saved” message will appear in the upper-right area of the Plex to confirm the success of your action. The Print dialog box will open and you can fine-tune your print request. Click the suggestion of your choice to replace the misspelled word. the formatting will apply to the entire word in which the cursor is currently blinking. Click the File menu within the Notes tab. Tip: You can press Ctrl-Z (or click the Edit menu. Notes may be printed when using a Mac by clicking the Print command on the File menu in the Notes tool. PersonalBrain User Guide 147 . Saving Notes While Notes are saved automatically when another Thought is activated. Figure 160. Printing Notes To print the active Note. if you are typing a note that is very long you may want to perform manual “interim saves” to guard against losing information in the event of a power failure.

Using PersonalBrain Tools

Figure 161. Spell Checker in a Note

If you prefer not to see misspellings flagged as you type: 1. Click the Tools menu in the Notes tab. 2. Click the Disable Check Spelling As You Type command.

Figure 162. Disabling Spell Checking

This is a toggle command. When you want to turn the feature on again, click the Tools menu and click the Enable Check Spelling As You Type command. You can always check spelling manually by clicking the Check Spelling command.

Copying Formatting

You can use the Format Painter button to copy formatting you’ve used in a Note to other text within the same Note. You may have used a Format Painter button in other applications and it works similarly. 1. Use the mouse to select one or more characters that have formatting you want to copy (or just click within text that has the formatting you want to copy). 2. Click the Format Painter button.

PersonalBrain User Guide

148

Using PersonalBrain Tools

3. Select the text that should receive the formatting.

Figure 163. Format Painter Button

Insert Horizontal Rules
To insert a horizontal rule (line) for organizing Notes into sections visually: 1. Click in the Note where you want the horizontal rule to appear. 2. Either click the Insert Horizontal Rule button in the Notes tab toolbar or click the Insert Horizontal Rule button on the Insert menu.

Figure 164. Inserting a Horizontal Rule

To remove a horizontal rule:  Click within the rule to select it, then press the Delete key (or press the Ctrl-X combination key).

Inserting Tables

You can insert tables into your Notes. 1. Click where you want the table to be inserted within the Note. 2. Click the Insert menu, then click the Insert Table command. The Insert Table dialog box will be displayed.

PersonalBrain User Guide

149

Using PersonalBrain Tools

Figure 165. Insert Table Dialog Box

3. By default, the table will have two rows and two columns. You can change these settings or any of the other default settings to suit your needs. Click the OK button when the settings are as you want them to be. 4. Unless you’ve changed the default settings, the table will span 100% of the Note width. You can change the width of any column by dragging the vertical bar on the right border of the column.

Figure 166. Changing Column Width

Tip: Wait for the mouse pointer to appear as a double-headed arrow before you try to drag a column border. If you are accustomed to using tables in other applications, the techniques will be very familiar to you:   Move from cell to cell: Press the Tab key Add a new row to the end of the table: Click in the last cell, then press the Tab key

PersonalBrain User Guide

150

Using PersonalBrain Tools

Delete a row or column: Select the row (by dragging through it or pointing at its left-most border) or select the column (by dragging through it or pointing at its top-most border), then press the Delete key

Figure 167. Selecting Table Rows or Columns

Format table content: Select the table cells (by dragging or pointing) then apply text formatting as usual, using the buttons in the Notes tab

Create Task Lists
To create a quick task list with selectable check boxes: 1. Click in the Note where you want the check box to appear. 2. Either click the Insert Checkbox button in the Notes tab toolbar or click the Insert Checkbox button on the Insert menu.

Figure 168. Inserting a Check Box

3. When a task is complete, you can click in the check box to display a check mark.

PersonalBrain User Guide

151

Click the Insert Link to a Thought button in the Notes tab toolbar or click the Insert Link to a Thought button on the Insert menu. Inserting a Link to a Thought To follow the link to the designated Thought:  Hold down the Ctrl key while clicking the link. After the link has been created. PersonalBrain User Guide 152 .com”) following it with a space or a comma.Using PersonalBrain Tools Link to Thoughts in Notes To insert a link to another Thought: 1. Insert URL Addresses To insert a dynamic URL in a Note:  Type the URL (such as “www. Figure 169. Select the name of the Thought within the Note text. the mouse will appear as a pointing hand (assuming it is positioned on the link). As soon as you press the Ctrl key.yahoo. 2. you can change the text of the link and rename the Thought without breaking the link.

Either paste the address (if you have copied it from the address bar when the site was open) or type the address in the Address field. Click the Insert menu. 1. PersonalBrain User Guide 153 .Using PersonalBrain Tools Figure 170. Inserting a Dynamic URL To go to a URL embedded in a Note:  Hold down the Ctrl key while clicking the URL. 3. 2. Embedding Hyperlinks You can insert hyperlinks into your Notes and use them to open Web pages or email addresses. As soon as you press the Ctrl key. Enter the text you want to see in the Note in the Text to display field. the mouse will appear as a pointing hand (assuming it is positioned on a Web address). then click the Insert Hyperlink command.

In the Notes tool. then click the Insert Image command. hold down Ctrl while you click the link. Adding Images to Notes 1. Click the Browse button to navigate to the image file of your choice. Insert a Hyperlink in a Note 4. PersonalBrain User Guide 154 . click the Insert button. click where you want the picture to display. Figure 172.Using PersonalBrain Tools Figure 171. Appearance of a Hyperlink in a Note To use the hyperlink once it’s embedded in your Note. 2. click the Image menu. After you click the filename. Click the OK button.

Using PersonalBrain Tools 3. To change the size of the inserted picture. To delete the picture. When you are finished looking at the information in the Word Count message box. Click the Word Count command. click the OK button. Counting Words 3. Figure 173. Figure 174. then click the Set Date Format command. click it once to select it. Click the OK button. Counting Your Words You can find out how many words and characters are in the active Note. In the Notes tab. then press the Delete key. click the File menu. To customize the date format: 1. 2. just click on it. The picture will display in the Notes tab. Word Count Message Box Customize the Date and Time Format You can choose the exact style you want to use for dates and times inserted into your Notes. PersonalBrain User Guide 155 . then drag any of the handles to make the picture larger or smaller. Click the Tools menu in the Notes tab. 1.

. Setting the Date Format 2. EE MMM 33..Using PersonalBrain Tools Figure 175.. yyyy hh:mm a MMMM 33. 2010 01:36 PM July 13.. type or edit the template in the text field. In the Set Date Format dialog box. Some example templates: To see this . Tue Jul 13. 2010 01:36 PM “PDT” 07/13/10 01:36 PM Enter this template . yyyy hh:mm a “zzz” MM/dd/yy hh:mm a PersonalBrain User Guide 156 . Click the Show Template Help button for explanations of what each template character means.

Spell-Checking for Labels PersonalBrain User Guide 157 . consolidated location for viewing and managing a Thought’s name. label. type.  A message is shown when the active Thought is a Type or a tag. This offers a central. display characteristics. and attachments. Figure 178. tags. spelling is also automatically checked in the Label field. Figure 177.Using PersonalBrain Tools Thought Figure 176. Thought Tab All attachments associated with a Thought are visible when the Thought tab is active. Thought Tool for a Tag  When “Spell Check Thoughts” is selected on the Options menu (as it is by default).

Modified. Keeping the Thought Tool Open You can keep multiple Thought windows for multiple Thoughts open at once. This may come in handy when you want to transfer attachments from one Thought to another. Close the window by clicking its close [X] button when you no longer need it open. or URL. then click the Open Thought Window command on the context menu A separate Thought window will open. Size. Cut Attachment: Copy the currently-selected attachment in list to the clipboard and delete it from its current location. Add Attachment: Create a new file or attach an existing file. Private: Select to make the Thought private. Type. This folder is also referred to as the “GUID” (Global Unique Identifying Directory). Paste Attachment: Place the clipboard contents into the list of attachments. PersonalBrain User Guide 158 . Copy Attachment: Copy the currently-selected attachment in list to the clipboard. Delete Attachment: Delete the currently-selected attachment in list. Click the item a second time to change the sort order. Sort: Select an item (Name.Using PersonalBrain Tools Using the Thought Toolbar Here is an overview of what you can accomplish using the buttons in the Thought tab. folder. Open Folder: Open the folder that contains all internal files for the Thought. or Location) on which you want to sort the attachment list in ascending or descending order. To open the Thought tool in a separate window:  Right-click the Thought. Open Attachment: Open the currently-selected attachment in list. You can move and size this window as you would other windows.

Using PersonalBrain Tools See “Adding Files. and activated from here. Tags can be created. edited. Tag Thoughts are global for a Brain and can be toggled on and off for the active Thought in the Tags tool. The new tag will appear in alphabetical order in the tab and will be assigned to the active Thought. the Thought tab displays the tag properties. and Folders” beginning on page 106 for more information about working with attachments. you may want to create a “To do” tag so you can get a list of all of these Thoughts very quickly. A number to the right of each tag’s name indicates how many Thoughts that tag has been applied to. Type a name for the new tag and then click OK. then click the Tags command. For example. When a Tag Thought is active. Each tag that is applied to the active Thought is displayed in bold and with the check box filled. Click the Create button or the New Tag command on the context menu. but don’t want to have to share a common parent. assigned. deleted. Thoughts can have one or many tags at the same time. PersonalBrain User Guide 159 . Assigning and Removing Tags 1. Creating a Tag 1. 2. Right-click the Thought to or for which you would like to add or remove a tag. Almost everything related to tags can be done from the Tags tool. Either click the Tags tool or right-click a Thought. Tags Figure 179. The Tags Tool Tags are useful for flagging Thoughts that you want to be able to reference as a group. Web Pages. 3.

Tags assigned to the Thought are shown with a check next to them. then release the mouse button. Click the tag of your choice to toggle its status. The Tags submenu also appears on the selection’s context menu. If you want to assign tags to multiple Thoughts at once. Assigning a Tag During Thought Creation 1. Activate the parent Thought. then right-click on the selection. drag down from the child gate. The Create Child dialog will open. Open the Tags submenu from the context menu. first select them.Using PersonalBrain Tools 2. This method is preferable if you have many tags you want to change on a single Thought. Alternatively. PersonalBrain User Guide 160 . you can also activate the Thought and then use the Tags tool to click the check box next to the tag you want to change. Tags appear in the Plex once they have been attached. Type names for one or more new Thoughts as usual.

Using PersonalBrain Tools Figure 180. then click the Delete Tag button. PersonalBrain User Guide 161 . then click one or more tags of your choice. Press the Delete key to delete all selected tags. optionally. right-click the tag and then click Tag Properties. 2. Deleting a Tag 1. Click the Tags button. 2. Open the Tags Tool. Click the green button showing a check mark to save the new Thought(s) and close the dialog box as usual. right-click the tag and then click Delete Tag. Deleting a tag removes it from your entire Brain. optionally. Click the check box next to the tag to be renamed. To delete multiple tags at one time: 1.) 3. Select the tag to be deleted. Create Child Dialog Box 2. Click the Yes button to confirm the deletion. 2. (Or. Click the Tag tool tab. Hold down the Shift key or the Ctrl key (or the Command key on a Mac) as you click each tag name in the Tags tool. Make any revisions to the tag name and then click OK. 3. then click the Tag Properties button. (Or.) 3. Renaming a Tag 1.

Defining How Tags will Display A “hint” can constantly display the tag name in small print. Click the Options menu. right-click a blank area in the Plex. no hints will display.) 2. if tags are not hidden globally. To hide one specific hint: 1. 2. Hiding or Showing Tag Hints If tags are hidden globally. next to the Thought in the Plex. then click Preferences. 3. Click the Look & Feel button at the top of the Preferences dialog box. optionally. individual hints may be hidden (or unhidden) on a tag-by-tag basis. However. then click the Preferences command.Using PersonalBrain Tools Renaming a tag changes its name throughout your entire Brain. Figure 181. Make sure that “Hide tag hints” is NOT selected in “Look & Feel” section of the of the Preferences dialog box. To hide all hints: 1. PersonalBrain User Guide 162 . (Or. Click the Tag tool tab. Click the Hide tag hints check box.

right-click the tag and then click Tag Properties. 2. PersonalBrain User Guide 163 . and then click OK. Click OK again to save your change. If the tag is not selected. Also. it appears in the Plex as the active Thought with all the Thoughts it applies to shown as children. click on the color of your choice. Click the check box next to “Show hint in Plex” to remove the check mark and then click OK. it can be used to select all of the tagged Thoughts by clicking the Edit menu then Add Report Results to Selection. Once you have activated a tag. If the tag is already selected. If the tag is not selected. Click the Tag tool tab. 3. click the Tag Properties button. Select the color of your choice.Using PersonalBrain Tools 3. Tags are indicated using a special icon and are colored using the hint color assigned to them. right-click the tag and then click Tag Properties. or click the Custom button. 4. 4. Once a report is generated. To Use Instant Activate:  Begin typing the tag name in the Search field. Reporting on Tags The reports tool contains an additional drop list that allows you to generate a report of all Thoughts with a specific tag. then click the tag name as soon as it appears. To change the text color of a hint: 1. click the Tag Properties button. To Use the Tags Tool:  Click the name of the tag to activate it in the Plex. Displaying Thoughts Based on Their Tags You can show all Thoughts with the same tag by using Instant Activate or by using the Tags tool tab. Click the Color icon. These “tag Thoughts” can be pinned for fast reference. linking or unlinking a tag Thought adds or removes the tag to/from the linked/unlinked Thought. If the tag is already selected.

then click the tag of your choice. 2. Click the Thought tab to display the tag’s properties.” After you click the Thought of your choice. that Thought is automatically activated. Type Notes and add attachments as you would with other kinds of Thoughts. Search within Notes—a robust full text index provides a fast natural language search through all of your notes. Reporting Based on Tags Adding Notes and Attachments to Tags 1. and choosing from a list of “hits. Click the Tags tab to open the Tags tool. Figure 183.   PersonalBrain User Guide 164 . Search within attached Web pages—your searches will automatically extend into any Web pages you have attached to your Thoughts.Using PersonalBrain Tools Figure 182. A label indicating that this Thought is a tag appears automatically at the top of the Thought tool (when the active Thought is a tag). Thought Tool for a Tag Search PersonalBrain includes powerful search capabilities. You can:  Search for a Thought and activate it instantly—the Instant Activation feature lets you quickly find a Thought by typing a few letters.

   Search within attachments—your searches automatically include the contents of attachments. As soon as you perform an extended search. Figure 184. This is useful when all of the attachments at a given location have moved. PowerPoint and many other file formats. If a search result is a Thought in your Brain. additional features become available. Word. clicking on it in the results list activates that Thought. as shown below. An example of when this may happen is if the server hosting them is renamed.Using PersonalBrain Tools  Search for missing files—If an external file attachment is moved to a different folder and then the link to that attachment is clicked. Search and replace attachment locations—The Utilities  Replace Attachment Locations command on the File menu lets you search and replace attachment locations. PersonalBrain User Guide 165 . Search inside Mind Maps―the search indexes the contents of MindManager and FreeMind files that have been attached to a Thought. If the text you’re searching for exists within documents including PDFs. the documents containing the text will be found. Excel. Search Tab Before a Search If you click the Search tab before searching for something. PersonalBrain offers to search for the missing file automatically. it looks like Figure 184 (above).

Advanced: Opens the Advanced Search dialog box to let you fine-tune your search further. the names of each of these Thoughts displays in the PersonalBrain Selection box. Search Tab After an Advanced Search Using the Search Toolbar Following is an overview of what you can accomplish using the buttons in the Search tab. (When you Ctrl-click on one or more Thoughts. PersonalBrain User Guide 166 . limits possible search results to Thoughts in the Selection box. Under Active: When selected. limits possible search results to the active Thought and its child Thoughts.) Sort: Search results may appear in order based on their relevance or by date modified (how recently the item was revised). Clear Results: The search results are removed and only the Advanced button remains in the Search tab. In Selection: When selected.Using PersonalBrain Tools Figure 185.

the. whatever it may be. you can use the Sort drop-down list to order the list of results by the dates the items were last modified. to. etc. you. For example.—to be included in the search PersonalBrain User Guide 167 . the items you that have the most content relevant to the terms you searched for. in the second found item above. Search Results Click on any link in the Search results to go directly to the item. the most relevant items appear first on the list—that is. then click the Search button Your Search results will appear in the Search tab. it. clicking on “Improv” would activate the Thought named “Improv” (whose parent is “Theatre”) and clicking on the URL shown in green type would open that Web page in your browser. The terms you searched for are highlighted in yellow in the results list. By default. or. Fine-Tuning Your Advanced Searches Your Brain makes certain assumptions automatically:  You don’t want common words that occur in most documents—a. an. Alternately.Using PersonalBrain Tools Performing an Advanced Search To perform an Advanced search:  Type what you’re looking for in the Instant Activation Search field. Figure 186.

and swam  You don’t care in what sequence the words you’re looking for appear Example: You enter the words change directions—PersonalBrain also looks for sequences such as “change in directions.” but some items may also include “dinner” or they may also include “lunch” Eliminate search results that contain specified search terms Type NOT (in upper-case letters) before the term Example: restaurant NOT brunch will only find items that include the term “restaurant” but do NOT include the term “brunch” Search for all terms starting with specified characters Type an asterisk (*) after the term Example: car* will find terms such as card.” and “change directional”) The following are other ways to customize your searches: To do this … Do this … Make one or more search terms optional Type OR (in upper-case letters) between the terms Example: dinner OR lunch OR restaurant will find all items that have ANY of these terms Make some search terms required and some terms optional Use a combination of AND and OR between terms and type parentheses to indicate priority Example: (dinner OR lunch) AND restaurant will only find items that contain “restaurant.Using PersonalBrain Tools  You would like variations of the word you’re searching for to be included in the search Example: You enter the word swim—PersonalBrain looks for swim. swimming.” “direction changes.” and “changing his direction” (but will find occurrences such as “change directions.” “direction changes.” and “changing his direction”  If you do care in what sequence the words you’re looking for appear. cartilage. indicate this by using quotation marks Example: You enter the words “change directions”—within quotation marks—PersonalBrain will not find sequences such as “change in directions. and carriage PersonalBrain User Guide 168 . cart.” “changing direction. swims.

Figure 187. and/or Select a Thought type from the drop-down Thought Type list. 1. none of which are casesensitive. Click the Advanced button in the Search tab. and/or Select the second radio button for Modified Since (which will limit the search to items that were modified since the date you specify)    PersonalBrain User Guide 169 . which enables searching only tags and name for example while ignoring attachments and notes.Using PersonalBrain Tools To do this … Do this … Search for all terms starting with specified characters and ending with only one character Type a question mark (?) after the term Example: ten? will find terms such as tent and tens Using Advanced Search Features You can use the Advanced Search feature to fine-tune your search to increase the likelihood of finding exactly what you’re looking for. Type information in any of the first four fields. Advanced Search Dialog Box  You can toggle which types of information you wish to search through.

At least one of the words: This is an “either/or” field. Modified Since: By default. The more fields you use in the Advanced Search dialog box. Separate each word with a space. Exact phrase: Type one or more words exactly as they must appear in the item(s) you want to find. or semi-colon. Optionally. In order to qualify for being included in your results. the fewer results will appear. Click the OK button to begin the search.Using PersonalBrain Tools 2. but not necessarily all of them. You don’t need to enter punctuation and remember that none of these fields are case-sensitive. Each field has an “and” relationship with the other fields. comma.    PersonalBrain User Guide 170 . items will need to match ALL of the conditions you specify—whatever is in the All of the words field AND in the Exact phrase field. select the alternate radio button which will allow you to specify a date. the search will ignore the date on which items were last modified. and so on. Tip: Here are ways you can use the Advanced Search dialog box fields:   All of the words: Type any words that all MUST be included in the item(s) you want to find. select the type from the drop-down list. Thought Type: If you are searching for Thoughts that have an assigned type. If you type multiple words here and an item includes one or more of them. the item is a valid candidate for matching your search conditions.

searching for “yahoo” will find this Note.yahoo. Your search criteria displays after the “Search results for” heading at the top of the Search results window. (Click the Preferences command on the Options menu to open the dialog box. This makes it easier to trouble-shoot any unexpected results. but this link is not part of the text (such as: <a href=”http://www. For example. Hyperlinks inside of Thought Notes are also searchable.) PersonalBrain User Guide 171 .Using PersonalBrain Tools Figure 188.yahoo.com is added to a Note. Customizing How Search Results are Handled Use the Search tab in the Preferences dialog box to manage how search results are handled. Sample Results of an Advanced Search Notice that when PersonalBrain displays the results of your Advanced Search. you have an opportunity to check what you requested. if a link to www.com>my link</a>).

Search Tab in the Preferences Dialog Box  Select the Merge Thought and content results check box to consolidate Search results into a single list instead of showing Thought name matches separately Select the Only display one search result per Thought check box to only show the single most relevant occurrence of the search terms within a Thought regardless of how many different places the terms may appear in the Thought Click the Maximum file size to index drop-down arrow to select the largest file size you want to allow to be indexed. but may provide less relevant results in some cases   PersonalBrain User Guide 172 .Using PersonalBrain Tools Figure 189. enabling larger files to be indexed gives greater coverage.

Click the drop-down arrow button dates. Click on the icon next to the Thought to open its attachment and get instant access to the information inside of iCal. These special results show in the External Mail.” A default start date and end date will appear PersonalBrain User Guide 173 . To specify “from/to” date ranges:  You can indicate both a start date and end date to further fine-tune the content of Reports. do a search from PersonalBrain. Of course. The search result will automatically display matches for content within all of these applications. Reports Tab The Reports tab provides another way of seeing the contents of your Brain and activating Thoughts quickly. these Thoughts can be linked and used like any other Thought in PersonalBrain. Address Book and Mail. Clicking Open opens the particular item in the appropriate application. You can generate most simple reports with just two clicks using the “quick-pick” menu. Address Book. When you click the Reports tab. or Mail.Using PersonalBrain Tools iCal. To link to an item in one of these applications. Optionally. The bars to the left of each Thought provide a visual cue for how many times you’ve activated each Thought in the last 30 days—the wider the bar. you can even drag and drop or copy and paste the attachments from these Thoughts to other Thoughts. and Mail Integration PersonalBrain integrates with iCal. The total number of Thoughts currently showing is provided in the bottom-left corner of the window. A search result from one of these applications has an Open and an Add button. the more times you’ve activated the Thought. then click on any of the options except “All dates. you see a list of Thoughts with their icons and colors set according to their properties. Clicking Add button creates a new child Thought from the active Thought with a link to the item. Reports Figure 190. Address Book. and iCal Items section. Clicking on a Thought in the list activates that Thought. Address Book.

To refresh report data:  Click the Refresh button to update the list of Thoughts that match your report criteria. The Refresh Button PersonalBrain User Guide 174 . Figure 191. Changing Report Sort Order Keep in mind that the date options for the Sort field are separate from the date options for filtering the Report contents. Figure 192.Using PersonalBrain Tools in two separate fields. Sorting and filtering provide separate ways of fine-tuning report results. Click on either or both of the date fields to display a calendar from which you can select a different date. Figure 193. Date Filter Options To specify sort order:  Click the Sort drop-down arrow button to specify in what sequence you want the report data to be displayed.

then click Custom report. or accept the default of ignoring attachments.Using PersonalBrain Tools Creating and Saving Custom Reports Custom reports can be saved and used again at any time. attachments. To create a custom report: 1. You can also request specific types of attachments. then click the “quick-pick” button (which shows “All” by default). PersonalBrain User Guide 175 . You’ll see the Custom Report dialog box. 2. You can define custom reports using multiple types. Click the Custom command. tags. Click the Reports tool tab. Figure 194. Custom Report Dialog Box Your custom report may include multiple Thought types and multiple tags. and other criteria.

Click the Custom command. Click on the report of your choice. The report will include Thoughts with all of the tags marked with a plus sign and none of the tags marked with a minus sign. You’ll see the Save Report dialog box. 3. Then you can open the newly-named custom report. Click the “quick-pick” button on the Reports tool tab.Using PersonalBrain Tools To select a type. To open a saved custom report: 1. then click Manage saved reports. then click the OK button. 3. then click the “quick-pick” button (which shows “All” by default or the name of the open custom report). then click the OK button. Click the Custom command. then click the OK button (or click the Reset button to return to the original settings). PersonalBrain User Guide 176 . To rename a custom report: 1. Managing Custom Reports You can rename or delete the custom reports you create. Clicking a third time clears the tag. click it and it will be marked with a plus (+) sign. Click the Close button to close the Saved Reports dialog box. then click the Rename button. Tags that are not marked are ignored. which preserves the original report. The report will include Thoughts whose type matches any of the selected types. then click Save custom report. 2. you will still see its original name in the “quick-pick” button until you select a different report option. Clicking the tag again marks it with a minus (-) sign. click Load custom report. The “quick-pick” button will now display the name of your new report. Click the “quick-pick” button (which shows “Custom report” when you have just created a custom report). You’ll see the Saved Reports dialog box. 3. To select a tag. 2. 2. If the custom report you renamed was open at the time. Click the Custom command. Type the new name. then click the name of the report you want to open. Click the Reports tool tab. click its check box. To save a custom report: 1. 4. Type a name for your report. Make your selections. You can also save a custom report using a new name.

2. Click the Custom command. then click the OK button. Click the Custom command. Click the OK button to confirm. You’ll see the Saved Reports dialog box. To delete a custom report: 1. You’ll see the Save Report As dialog box. Note that custom reports are unique for each Brain you create. Click the “quick-pick” button (which shows the name of the open custom report). 4. then click the Close button to close the Saved Reports dialog box. 3. then click the Delete button. 3. If the custom report deleted was open at the time. Type the new name. PersonalBrain User Guide 177 . 2.Using PersonalBrain Tools To save the open custom report using a new name: 1. Click the “quick-pick” button. you will still see its name in the “quick-pick” button until you select a different report. then click Manage saved reports. then click Save custom report as. Click on the report of your choice.

or year at a time. Click the Calendar tab.Using PersonalBrain Tools Calendar Your Brain has its own built-in Calendar. Figure 195. Activate the Thought with which you want the new event to be associated. week. a week. The view will be as you left it the last time you accessed your Calendar—you will see a day. Adding an Event All events must be associated with a Thought. decide which Thought it belongs with or create a new Thought if needed. a month. or twelve months in the left panel of the Calendar tab. 1. month. so before you add an event. You can view your Calendar a day. PersonalBrain User Guide 178 . You can add and modify events that are integrated with your Thoughts. 2. Calendar Views Click an event on your Calendar to automatically activate the Thought with which the event is associated.

Figure 197. select the “All day” check box. 4. Optionally. You can change the priority of the event in the Priority section of the Edit Event dialog box. Click the Add Event button or double-click the day in the Calendar. By default. Add Event Button 3. 6. A calendar will display just below the new event. 5.Using PersonalBrain Tools Figure 196. Use this calendar to select a new date for the event. Select or type starting and ending times. Whatever date was selected on the Calendar in the left panel will appear in the first “When” field. To change the event date. events are set to a duration of one hour. PersonalBrain User Guide 179 . click on it. The Add Event Dialog Box 7. if necessary. Type the description of the new event in the “What” field.

Select the appropriate option. Select either “Never ends” or “Until” (and then select a date) for the Event Range field. or click the All day checkbox. monthly. 3. 8. Make sure the Thought with which the event will be associated is active. yearly. Select beginning and ending dates and times in the When fields. Events for the active Thought are shown in bold type.” “Monthly. Click the Add button to open the Edit Event dialog box.” or” Yearly” in the Repeats field. you can click on a day in the Calendar.” “Weekly. 6. Enter the name of the event in the What field. To make today the default day. The current default day is displayed in blue.   For Weekly events. click the Today button above the calendar. 5. Click the Save button to save your event. then select the number of recurrences you want in the Repeat Every field. Reoccurring Events Reoccurring events can be set daily. Tip: Remember to activate the relevant Thought before you add an event to the Calendar so that the event is automatically connected to the Thought. The name of the field immediately below the Repeats field will reflect what you have selected in the Repeats field. choose either the day of the month or the day of the week on which you want the event to repeat 7. You can also add an event to a Thought by right-clicking on it and selecting Add Event from the context menu. Select “Daily. weekly. then click the Calendar tool tab. To change the default date for new events. To create a reoccurring event: 1. choose the day of the week For Monthly events. and virtually everything in between. The event will appear on the currently selected day in the Calendar. PersonalBrain User Guide 180 . 2.Using PersonalBrain Tools The priority you assign to an event will determine the color in which it displayed on the Calendar. 4.

set up a reminder (see the Reminders section below). Figure 198. Events lasting more than 31 days will not be displayed for their entire duration on the Calendar. and indicate the priority of this event. Setting a Reminder 4. To set a reminder: 1. Select a unit of measure in the Reminder field that has a drop-down arrow. 3. type information in the Where and Description fields. then type an appropriate number in the field to the left of the unit of measure. double-click the event in the event list or the Calendar to open it. Select the Set reminder check box. Click the Save button when you’re finished. Click the Save button when you’re finished. Optionally. Reminders Reminders are optional and you can customize how far in advance of the event the reminder should be activated. An information box on the Edit Event dialog box will notify you of this if you are creating an event where this would apply.Using PersonalBrain Tools 8. If the Edit Event dialog box for the event isn’t already open. 2. PersonalBrain User Guide 181 . 9. Viewing All Events for the Active Thought To display all events for the active Thought:  Click the number of events indicator in the Calendar toolbar.

For example. again. each view has a back and forward arrow for moving one unit of time in the associated direction. clicking the back and forward arrows. Moving Backward and Forward Clicking the Calendar’s header changes the Calendar to the next larger unit of duration. click the forward arrow to see the following week. you will see all the months in the year. if you are looking at a week view. You can also go directly to a different year by revising the year in the edit box that appears when you click on the year label at the top of the calendar.Using PersonalBrain Tools Navigating Your Calendar Whether you’re looking at your Calendar a day. you will see the Calendar for the whole month. week. Figure 199. or month at a time. Similarly. if you are in month view and you click on the month indicator at the top of the Calendar. if you are in week view and you click on the week indicator at the top of the Calendar. Figure 200. For example. Changing the Year PersonalBrain User Guide 182 . You can move forwards and backwards between years by.

which displays when one or more events are past due or a reminder is activated. A Completed Event Completed events are automatically crossed off in the Calendar. Figure 202. associated reminders will no longer display. Figure 201. or click the first event in the list and then hold down the Shift key as you click the last event to be included in the selection. Deleting an Event To delete an event on the Calendar.Using PersonalBrain Tools Marking Events as Complete You can mark a Calendar event as complete by right-clicking it and then clicking “Completed” in the context menu. All selected events will be deleted when you click the Delete button. then click the Dismiss or Snooze button. click on it and then click the Delete button. To change the Completed status. Click the row for the entry of your choice. you can delete multiple events on the same day by holding down the Ctrl key as you click each event to select non-adjacent events. In Day view. select when you want to be reminded in the Remind again in field. Once the event is marked as complete. double-click the event and change the number in the Percent complete field. PersonalBrain User Guide 183 . Deleting an Event Snoozing and Dismissing Events Events can be snoozed and dismissed in the Past Due Reminders dialog box. Optionally.

Figure 204. In the Google Calendar Settings dialog box. PersonalBrain User Guide 184 .) You can apply commands to multiple events at the same time by first selecting the events. Hold down the Ctrl key as you click each event (in a Windows environment) or hold down the Command key (for Mac). then click the OK button. then click the Synchronize Calendar with Google Calendar command. Synchronize Calendar Command 2. Dismissing or Snoozing Individual Events To “Snooze” all reminders:  Click the Snooze All button in the Past Due Events and Reminders dialog box.Using PersonalBrain Tools Figure 203. 1. (This dialog box appears automatically when a reminder is due. Click the File menu. enter the email address and password associated with your Google Calendar account. Synchronizing with Google Calendar You can import your Google Calendar events into your Brain’s Calendar.

Logging into Google Calendar Settings 3.Using PersonalBrain Tools Figure 205. When it is complete. right-click the event in the Calendar. then click the Link to [active Thought name] command. activate the Thought. If you want to link an event to a Thought. Figure 206. your events will be added to your Brain’s Calendar and PersonalBrain events will be added to your Google Calendar. Linking an Event to the Active Thought PersonalBrain User Guide 185 . A progress bar will indicate the status of the process. Imported events are not associated with Thoughts.

2. switch to expanded view (see “Using Expanded Thoughts View” on page 124) first and expand the areas you want visible. The default margins for the printed copy are 0. The Page Setup dialog box will be displayed. To print many Thoughts at once. then click the Page Setup and Multi-Page Poster Printing command. Figure 207. Make sure that all Thoughts that you want to print are visible in the Plex. Your Brain may fill an entire wall! Regardless of the number of pages you select for your print action. To specify how your Brain will be printed: 1.25” on all sides.Printing Your Brain Printing Your Brain You can print views of your Brain easy and accurately. Click the File menu. Page Setup Dialog Box PersonalBrain User Guide 186 . Printing huge views scaled across multiple pages is supported for up to 100 pages. all Thoughts that are currently displayed in the Plex will be included in the print version.

change settings for paper size. deselect the Print using a white background check box. When selected. printouts will show the same background as onscreen. the background will automatically be set to white. Click the OK button. The settings will also be saved. these settings will be in effect. orientation. When not selected. including wallpapers. Optionally. If appropriate. 5. or margins. Select the number of pages you would like your Brain to span. The Print Settings dialog box will be displayed: Figure 208. then click the OK button. Print Settings Dialog Box 4. PersonalBrain User Guide 187 .Printing Your Brain 3. When you use the Print command on the File menu to actually print your Brain.

These features apply only to Outlook and are not applicable to Outlook Express. hold down the Ctrl key while dragging and dropping to create a copy of the item instead of linking to the item that is stored inside Outlook. 1. Activate the Thought with which the Contact will be associated. 2. journal items. contacts. Or. navigate to the Contact of your choice and drag it to your Brain. Adding Contacts to Thoughts Contacts added to your Thoughts are automatically linked directly to the original item inside of Outlook. In Outlook. Drop the Contact in an empty area of the Plex to create a new Thought or drop it on top of an existing Thought to add an attachment for the Contact to that Thought. and meeting notes into your Brain. PersonalBrain User Guide 188 . You can drag and drop any of these items into your Brain and they will be maintained as links directly to the original item inside of Outlook.Using Outlook with Your Brain Using Outlook with Your Brain You can integrate Microsoft Outlook messages.

The message will become a child of the active Thought. then drag the selected Contacts into the Plex all at once. In Outlook. When you open the attachment. Adding Messages to Thoughts Messages added to your Thoughts are automatically linked directly to the original item inside of Outlook. Adding a Contact to a Thought The Contact will be added as a child of the active Thought. 2. the Contact will open inside of Outlook. You can also drop a message on top of an existing Thought. Hold down the Shift key as you click on each Contact. 1. a text copy of the message will be pasted into the Note for this Thought. Additionally. You can also add multiple Contacts at the same time. PersonalBrain User Guide 189 .Using Outlook with Your Brain Figure 209. navigate to the message of your choice and drag it to your Brain. Activate the Thought with which the message will be associated.

many other items can be dragged from Outlook into PersonalBrain. Outlook will open automatically (unless it is already open) and start a new message. Adding a Message to a Thought Adding Other Outlook Objects with Drag and Drop In addition to contacts and messages. Emailing Attachments You can email any Attachment in your Brain as an Outlook attachment.Using Outlook with Your Brain Figure 210. PersonalBrain User Guide 190 .  Right-click on any attachment and click Email Attachment Using Outlook on the context menu. The attachment will be added to the Attachment list. The list of supported objects includes:        Messages Contacts Journal Items Meetings Notes Appointments Tasks Copying Contacts into Notes You can also drag a contact into the Notes tab of the active Thought to insert the contact details into notes.

PersonalBrain User Guide 191 . Email Attachment Using Outlook Command You can also drag attachments from the attachments list in PersonalBrain to messages you have already started composing in Outlook and they will be added as attachments.Using Web Mail with Your Brain Figure 211. Using Web Mail with Your Brain The following sections describe how your Brain can integrate information with Yahoo! Mail and Gmail. no matter which Web mail program you are using:  Activate the Thought that will be the parent of the Yahoo! Mail or Gmail content. The first step is the same.

opening the attachment will open the message. To facilitate opening a pre-addressed message to a contact: Drag the email address link for the contact from the Contacts tab in Yahoo! Mail into the Plex. The new child Thought will have a “Yahoo! Mail” label and it will automatically have an attachment with the same name as the Thought. PersonalBrain User Guide 192 . The new child Thought will be named “Sign in to Yahoo!” and it will automatically have an attachment with the same name. opening the attachment will open the contact in the Yahoo! Mail program. You may want to rename it based on the contact’s name. If you are signed in to Yahoo! Mail. If you are signed in to Yahoo! Mail. You may want to rename it based on the contact’s name. opening the attachment will open a Yahoo! Mail Compose Mail window. with a message pre-addressed to this contact.Using Web Mail with Your Brain Adding Contacts to Thoughts Yahoo! Mail Description Drag the screen name link for the contact from the Contacts tab in Yahoo! Mail into the Plex. The new child Thought will be named “The best web-based email” and it will automatically have an attachment with the same name. Adding Messages to Thoughts Web Mail Description Yahoo! Mail Drag the email message’s subject from any Yahoo! Mail folder into the Plex. If you are signed in to Yahoo! Mail.

PersonalBrain User Guide 193 . opening the attachment will open the message. If you are signed in to Gmail.Using Web Mail with Your Brain Web Mail Description Gmail With the message open. drag the URL in the Address bar from the Gmail window into the Plex. The new child Thought will have a “Gmail” label and it will automatically have an attachment with the same name as the Thought.

Drag the folder into the Plex. and Mail Integration PersonalBrain integrates with iCal. Emailing URLs is also an option. Address Book and Mail. The search result will automatically display matches for content within all of these applications. If you are signed in to Gmail. These special results show in the External Mail. ready to send. you can even drag and drop or copy and paste the attachments from these Thoughts to other Thoughts. Optionally. and iCal Items section. To link to an item in one of these applications. A search result from one of these applications has an Open and an Add button. Additional Email Capabilities Attachments have an Email Attachment Using Mail command in the context menu. Address Book. these Thoughts can be linked and used like any other Thought in PersonalBrain. do a search from PersonalBrain. This opens Mail and attaches the selected file or files to a new message. Address Book. opening the attachment will open the folder in the Gmail application. PersonalBrain User Guide 194 . Address Book. or Mail.Mac OS X: Email and Other Features Web Mail Description You can also create a new Thought out of any Gmail message folder. Mac OS X: Email and Other Features iCal. Click on the icon next to the Thought to open its attachment and get instant access to the information inside of iCal. Clicking Add button creates a new child Thought from the active Thought with a link to the item. Of course. Clicking Open opens the particular item in the appropriate application. The new child Thought will have a “Gmail” label and it will automatically have an attachment with the same name as the Thought.

you can browse through them using the arrows at the bottom of the window or click on the index icon to view a grid of all the items.Mac OS X: Email and Other Features Figure 212. PersonalBrain User Guide 195 . or you can select Quick Look from the context menu of a Thought to open all its attachments in Quick Look. The Quick Look command appears in context menus for both Thoughts and attachments. If multiple files are opened in Quick Look. Individual attachments can be selected on the Thought tab. Email Attachment Using Mail Command Use Quick Look to preview attachments.

No setup or additional steps are required to enable this functionality. PersonalBrain User Guide 196 . Quick Look Command Searching File Attachments PersonalBrain integrates with Spotlight to provide search results from within files that are attached (either internally or as shortcuts) to Thoughts in your Brain. Any file that can be indexed by Spotlight and is linked in your Brain will automatically be searched whenever you do a search in PersonalBrain.Mac OS X: Email and Other Features Figure 213.

the Preferences command.) Port 443 is used for encrypted syncs. Synchronizing Your Brain With PersonalBrain 6 and WebBrain. (This is the same encryption used by the US government to protect classified information. PersonalBrain User Guide 197 . click the File menu.com services require a monthly subscription fee.com to publish and share your Brain.com. then the Advanced tab. For more information on how to set up an account on WebBrain. then click the Synchronize with WebBrain … command. and Back Up Your Brains Use WebBrain. Synchronize. If your firewall does not enable an SSL connection. and then typing http://webbrain.com to Share.com hosting services you can use your Brain on multiple computers and synchronize changes.com by creating an account and uploading your BrainZip to WebBrain. Make sure you have created an account on WebBrain. (If no protocol is specified. Synchronize. the default is https). Publishing Your Brain You can publish your Brain on WebBrain.com. and Back Up Your Brains You can use WeBrain. Any changes you make to your Brain on one machine will be reflected on every other machine through synchronization! WebBrain synchronization is protected using 128-bit AES Encryption. To synchronize your Brain: 1. Some WebBrain. With the Brain to be synchronized open. you can synchronize your Brain with WebBrain.com to Share.com in the Server address field. In addition to publishing your Brain.Use WebBrain. you can disable encryption by clicking the Options menu. see “Uploading and Downloading Brainzips” on page 203. People can view your published Brains whether or not PersonalBrain is installed on their machines.com before you begin synchronizing.

com. PersonalBrain will offer to resume from where it was stopped the next time you synchronize. just go to the other computer on which you want to access your Brain. A progress bar will display the status of the transfer. PersonalBrain User Guide 198 . Only internal file attachments will be synchronized with WebBrain. and download your BrainZip. Select “Private” for the Visibility option unless you want others to be able to view your backup copy. Follow the same steps for publishing your Brain (as described beginning on page 206).) 4. Creating Online Backup Copies of Your Brain You can save copies of your Brains online at WebBrain. then click the OK button. and Back Up Your Brains Figure 214.com to Share. Figure 215. To synchronize at any time. (The “BrainZip” link appears next to the Brain on the “My Account” page. you can always retrieve a backup copy. run the Synchronize with WebBrain command on the File menu again. Synchronize. If there is an interruption during an initial upload of your Brain. The active copy of your Brain will include the latest changes. Enter your WebBrain login email address and password. 3. Paths to shortcuts will be saved. Synchronize with WebBrain Command 2. When the process is complete.Use WebBrain. log in to WebBrain. but external file attachments are not synchronized. Log In to WebBrain You can keep working while the synchronization process is continuing in the background.com so that if something happens to your working file.

Synchronize. Click the Edit Notes link in the bottom-right area just below the Plex. and Back Up Your Brains Figure 216.com to Share. PersonalBrain User Guide 199 . Use any of the text formatting buttons on the toolbar that appears. Editing Your Online Brain’s Notes 2. To edit Notes in your online Brain: 1. Figure 217.Use WebBrain. Make Your Backup Copy Private Editing Your Online Brain You can edit your online Brains by performing any of the following activities:      Create and Forget Thoughts Change Thought locations (child to jump) Unlink Thoughts Set Pins Edit Notes You can only edit Brains that YOU own.

Buttons for Editing Notes Automatic WebBrain Synchronization The “Search Web” button in the PersonalBrain toolbar has been replaced with a new Synchronize with WebBrain button. Synchronize with WebBrain Button To select or deselect automatic Brain synchronization: 1. After synchronization. Click the Force re-sync check box to select it. automatic synchronizations are not performed within 30 seconds of any undoable activity. leave the check box unselected. To prevent accidental loss of undo functionality. if needed. To perform a synchronization as of a specific date: 1. Synchronization only occurs when there is an Internet connection. Click the Synchronize with WebBrain button. Click the Sync this Brain Automatically check box to perform an automatic synchronization every five minutes. 2. PersonalBrain User Guide 200 . Click the Synchronize with WebBrain button. Figure 219. any changes made locally can no longer be undone. Synchronize. and Back Up Your Brains Figure 218.Use WebBrain. 2.com to Share. Otherwise. This provides a 30-second window in which to undo actions.

you can use PersonalBrain’s BrainZip feature to create a compact file with all the information inside your Brain. click the date of your choice. PersonalBrain User Guide 201 . Click the down-arrow button for the date field. then click the OK button. Selecting a Date The synchronization process will begin. and Back Up Your Brains Figure 220.com to Share. Force Re-Sync Check Box 3. Using BrainZip to Send Your Brain to Others You can send your Brain as an attachment to an email message. Figure 221.Use WebBrain. To make the attachment as small as possible. Synchronize.

Make a note of where you are saving your BrainZip file so that you can locate it easily when you upload it to WebBrain. In the Create BrainZip Options dialog box. click the OK button. Figure 222. if necessary. 2. Create BrainZip Options 3. select or deselect the check boxes for including file attachments and/or the search index. Then.com to Share. Synchronize. then click the Create BrainZip command. PersonalBrain User Guide 202 . Click the Yes button if you want to open the folder where the BrainZip resides.com. to change the Output folder where the BrainZip will be saved. and Back Up Your Brains Creating a BrainZip To create a BrainZip: 1. BrainZip Created Message Box 4. You will see a progress bar as the files are compressed and the new file will be saved with a “brainzip” extension.Use WebBrain. Click the Browse button. Click the File menu. or click the No button to continue where you were before beginning the process. This message box will be displayed when the process is complete: Figure 223.

2. PersonalBrain User Guide 203 . Synchronize. Click the Browse button.Use WebBrain. Public Private For this result . you can always use the Synchronize with WebBrain feature or replace a published BrainZip with a new version of your BrainZip.. with the exception of your Private Thoughts. then navigate to the folder in which you saved the . you can create a WebBrain account and upload your file. and Back Up Your Brains Now that your BrainZip is created. Click the Upload button. Uploading and Downloading Brainzips Uploading a BrainZip 1.. Selecting a BrainZip File If you make changes to your Brain. Selecting Visibility Select this . You should not use zip file utilities to modify or access your BrainZip files as doing so may corrupt them.zip files. but also optimizes the Brain data in other ways to eliminate redundant information.com to Share.. Anyone can view your Brain. Select your Brain’s visibility. 3. Only you can view your Brain (based on your login information).brainzip file. then click the Open button when the BrainZip of your choice is selected. Figure 224. The BrainZip format uses zip compression. as described below. Figure 225. BrainZip files are NOT ..

. Scroll to the end of the page and click the Submit button. PersonalBrain User Guide 204 . Selecting a Category 6. these people can forward this link to others. type a description of your Brain in the “Describe this Brain” text box.. Select a category for your Brain. and Back Up Your Brains Select this . 4. Unlisted Brains will not be found in searches. Only people to whom you send a link to your Brain can view your Brain.Use WebBrain. Optionally.. Synchronize. Doing so will make it easier for people to find your public brains..com to Share. Unlisted For this result . naturally. Figure 226. 5. Leave this field blank if you are overwriting an existing BrainZip for which you’ve already provided a description.

PersonalBrain User Guide 205 . You may refresh the page to check the status of your upload. and Back Up Your Brains Figure 227.com to Share. When your BrainZip is ready to be accessed. then click the BrainZip link next to the Brain of your choice. Ready Status You can see how many times your Brain has been viewed by logging into your account and looking in the “My Brains” section. Log in to your WebBrain account. Number of Time Viewed Downloading a BrainZip 1. Figure 229. the “Messages” box at the top of the page will show a “ready” status: Figure 228.Use WebBrain. Submit Button You will see a “File Received” message confirming that your BrainZip has been uploaded to your WebBrain account. Synchronize.

It will be the first Thought your viewers see. In PersonalBrain.com to Share. 4. navigating to the BrainZip of your choice. then click the Set as Home Thought command The current wallpaper and color theme will be included in your published Brain. then clicking the Open button. Selecting a BrainZip File 2. Downloading a BrainZip File 3. Click the Download button. then click the Save button in the Save As window.  Right-click the Thought. When the process is complete. open the BrainZip by clicking the Open command on the File menu.Use WebBrain. Figure 231. and Back Up Your Brains Figure 230. Click the Save button. You may log out of WebBrain at this point. Activate the Thought that you want to be the Home Thought when your Brain is viewed. click the Close button. Synchronize.com To prepare your Brain to be shared: 1. navigate to the location of your choice. Publishing Your Brain on WebBrain. PersonalBrain User Guide 206 .

4. PersonalBrain User Guide 207 . Allow a few minutes for the email to be delivered. When you receive the message. Create a BrainZip as described above. Synchronize. Complete all fields in the Sign Up form. Sign Up Button 2. Check your SPAM folder if the message doesn’t arrive within a reasonable amount of time. Now you can return to the webbrain. You will see a message explaining that a confirmation notice has been sent to the email address you provided.com page and click the Login button to log in using the information you provided when you signed up. Login Button 3. Figure 233. then click the Sign Up button in the top-right area of the page. follow its instructions to click the link and activate your account. Go to http://webbrain.Use WebBrain.com to Share. Click the Verify button.com.com. then click the SignUp button.  SiteBrain is a technology that creates an animated Web page using Ajax Web standards so that it can be quickly and easily seen in most Web browsers. To create a WebBrain account: 1. Exporting Your Brain to a SiteBrain Web Site You can place your Brain on the Web—why keep it all to yourself? This export format features a fully animated Brain that requires no plug-ins to access. Click the Sign up now link. The BrainZip is the file you will upload to WebBrain. Figure 232. and Back Up Your Brains 2.

 SiteBrains published for individual use that are accessible to everyone via the public Web do not require any additional license and can be published free of charge from TheBrain. based on the starting characters of Thought names. Click the File menu. Publishing to a non-Web-based file share or onto a CD or other removable media is also free of charge. PersonalBrain User Guide 208 .    To export your Brain as a SiteBrain to a Web site: 1.Use WebBrain.com to Share. the SiteBrain has a Search field for finding content within your Brain instantly. Synchronize. SiteBrains published to a private intranet for commercial use and SiteBrains that incorporate any kind of username/password authentication require that you obtain a commercial license from TheBrain. and Back Up Your Brains The result is a stunning Web site that will both impress your users and help them find information more easily. A SiteBrain is compatible with iPhone. point to the Export submenu. then click the SiteBrain HTML with XML Data command. The Plex of the SiteBrain window can be resized and SiteBrains include the Past Thought list. In addition. The Export Options dialog box will be displayed.

SiteBrain HTML with XML Data Export Options Dialog Box 2. During the export process. PersonalBrain User Guide 209 . After a short time.com to Share. Click OK to begin the export. you will see a running indication of the progress. depending on how big your Brain is. only the changes you made will be exported. If you export your Brain again later to the same location. You will see a functioning representation of your Brain. and Back Up Your Brains Figure 234. This makes the export process much faster next time.Use WebBrain. ready for sharing with others. the exported file will open in your default browser. as appropriate. Synchronize. You can change any of the default settings in the dialog box.

PersonalBrain User Guide 210 . it will show a security warning and will not display your Brain immediately. Select the message at the top of the window and choose "Allow Blocked Content. This warning will not appear once you have placed your SiteBrain on a Web server." to proceed. Indicate the destination of your choice in the Output Folder field or simply copy the output files to the location of your choice after the export has completed.Use WebBrain. Brains can also be copied to CDs or USB drives using these steps..com to Share. and Back Up Your Brains Figure 235. An Exported Brain If you open a SiteBrain in Internet Explorer from a local file.. Synchronize. There is no security risk.

com to Share. Content exported using the view may be freely posted to any Web server at no charge. To export your Brain as a Simple HTML Web site: 1.Use WebBrain. During the export process. The Export Options dialog box will be displayed. you will see a running indication of the progress. You can change any of the default settings in the dialog box. then click the Simple HTML command. Click the File menu. the exported HTML file will open in your default browser. point to the Export submenu. depending on how big your Brain is. After a short time. Click OK to begin the export. and Back Up Your Brains Exporting Your Brain as a Simple HTML The Simple HTML Export creates a Web site that uses a more conventional menu style layout. PersonalBrain User Guide 211 . Simple HTML Export Options Dialog Box 2. Figure 236. Synchronize. as appropriate.

Use WebBrain. and files for attachments. Click the File menu. Exported Simple HTML Brain Exporting Your Brain as XML for BrainEKP PersonalBrain can also export your Brain as a single file containing all the data. then click the XML for BrainEKP command. Copying Thoughts into Other Applications as an Outline You can copy Thoughts from the Selection box into other programs such as Microsoft Word or Excel and the Thoughts will be formatted as an indented hierarchical list. which offers a multiple user collaborative environment for building an organization wide Brain. To export your Brain as XML for BrainEKP: 1. This format is intended for use with TheBrain’s enterprise product. Synchronize.com to Share. as appropriate. The Export Options dialog box will be displayed. BrainEKP. The resulting file is a PersonalBrain Archive (PBA) file which contains XML for all your Brain’s data. point to the Export submenu. This format is the same as the format created by the PersonalBrain Exporter for PersonalBrain 3. PersonalBrain User Guide 212 . Click OK to begin the export. 2. You can change any of the default settings in the dialog box. HTML for notes. This file format may also be used by some third-party software. and Back Up Your Brains Figure 237.

Select all of the Thoughts you want to include in the outline (Ctrl-click on a Thought to add it to the selection or use the commands on the Edit menu to quickly create a selection). 2. Synchronize. Right-click and then click the Paste command on the context menu (or click the Edit menu and then click the Paste command). and Back Up Your Brains To copy one or more Thoughts into another program as an outline: 1. Figure 239.com to Share. Copying Thoughts as an Outline 3.Use WebBrain. Figure 238. 4. Open the other application and click where the outline version of the Thoughts should be inserted. Click the Edit menu and then click the Copy as Text Outline command. Samples of Outlines Created by Pasting Thoughts from PersonalBrain PersonalBrain User Guide 213 .

Pasting Outlines Pasted outlines may include labels. Example: The following text adds a Thought named “Steve Jobs” with the label “Founder of Apple.” a link to Wikipedia. click the Import command. Navigate to the Word file of your choice and when the filename is selected. it is added as an attachment to the Thought in the outline entry above the entry containing the URL. 1. Click the File menu. Type a hyphen (-) before the text that should appear in the Note. Activate the Thought that will be the parent of the Word content.. Create a label when the outline is imported Create a Note when the outline is imported Do this . If a URL is included. Synchronize.. attachments. then click Word Outline (. Click the Copy as Text Outline with Notes command.docx). Copying Outlines with Notes You can copy selected Thoughts along with their notes and place them in a tabbed outline. click the Open button. 4. To do this . then right-click in the Selection box to open the context menu. and Back Up Your Brains Importing Word Outlines If you’re importing a Word document that contains outline levels or heading styles. Switch to Word or any other text application of your choice and press Ctrl-V (or use the program’s command for pasting). and a Note containing a quotation. It is not necessary to place the Note text within parentheses. To import a Word document: 1.. The Thought hierarchy will be based on these levels. Select the Thoughts to be copied. Type the pipe symbol (|) before the text that should appear as a label.Use WebBrain. 2. PersonalBrain User Guide 214 . and Notes. 3. Click OK in the confirmation dialog box.com to Share. 2.. 3. these organizational attributes are retained when the document is imported.

Importing Information Into Your Brain Importing Bookmarks. folders. Activate the Thought that will receive the imported information. and Mind Maps You can import Internet bookmarks (such as Internet Explorer favorites).Importing Information Into Your Brain Steve Jobs | Founder of Apple http://en. and Mind Maps into your Brain. Click the File menu. it becomes a child Thought of the active Thought.org/wiki/Steve_Jobs -" I want to put a ding in the universe. Folders. PersonalBrain User Guide 215 . When you import a folder.wikipedia. 2." The Import command on the File menu imports a file with a . To Begin Importing: 1.txt extension and supports importing a text outline using the same formatting as is used when pasting a text outline. then click the Import command.

Each of the topics or ideas will become a separate child Thought of the active Thought. Open the Brain into which you want to merge another Brain. then click Yes to confirm that you understand this import can’t be undone.Importing Information Into Your Brain For Bookmarks:  Click IE Favorites. Use the Select PersonalBrain File dialog box to choose the Brain you want to merge into the active Brain.mm). the Thought that was active at the start of the merge will be linked to the last active Thought from the merged Brain. For a Folder:  Click Folder. When the merge is complete. navigate to the file of your choice. Click the Yes button to acknowledge that merging is not an action that can be undone. then click the Save button. Each of your favorites will becomes a separate child Thought of the active Thought. Merging Brains 3. 2.mmap or . 1. 4. PersonalBrain User Guide 216 . Figure 240. 5. Click the File menu and then click the Merge Brain command. For a Mind Map:  Click MindManager File (.xmmap) or FreeMind File (. then click the Open button. Each of the files in the imported folder will become a separate child Thought of the active Thought. navigate to the folder of your choice. A progress bar will display as the Brains are merged. Merging Brains You can copy all Thoughts from one Brain to another by using the Merge Brain feature. Click Yes to confirm that you understand this import can’t be undone.

Figure 241. Importing Outlines from Word or Excel into a Brain You can copy content that has been set up in an outline format within Word or Excel into a Brain. 1. MindManager files. Firefox bookmarks. 1. Importing PersonalBrainXMLs PersonalBrains that have been exported into an XML format (or properlyformatted XML that has been generated outside of PersonalBrain) can easily be imported back into another Brain as a child of the active Thought. Information Ready for Import from Word PersonalBrain User Guide 217 . 2. Once pasted into the Brain. the content will retain the same hierarchical structure as in the source file. then copy it by right-clicking within the selection and clicking the Copy command on the context menu (or click the Edit menu and then click the Copy command). navigate to the file of your choice. Click the File menu. and OWL. Click PersonalBrain XML. PersonalBrain offers many other import options such as IE favorites. If you are using Word. In the source application. then click the Import command. 3. select the text to be included. then click the Open button.Importing Information Into Your Brain The only Brain that is changed is the one that is open when you begin the merge procedure. OPML. Activate the Thought that will receive the imported XML. XML. The Brain you select during step 3 is not changed at all. FreeMind. make sure that a hard return (paragraph break) separates each paragraph and that the Tab key has been used to indent each entry to the proper position.

activate the Thought that will be the parent of the inserted outline. click the Edit menu. PersonalBrain User Guide 218 .Importing Information Into Your Brain Bulleted or ordered lists created in Word 2007 and saved as “.docx” files can be imported and will be converted to a hierarchical set of Thoughts for each bullet point. Information Ready for Import from Excel The information you have entered into the source application will be turned into Thoughts. each item that will become a Thought needs to be in a separate column and row. Columns are used to indicate the level of indentation and show which Thoughts will become children. A progress bar will show the new Thoughts being pasted in. Figure 243. After Importing 2. Figure 242. and then click the Paste Outline command. In your Brain. If you are using Excel.

the Thought Name Exists box will display. In the event of duplicate names.Brain Maintenance Figure 244. to automatically create a link from the existing Thought to the new Thoughts being pasted in Click Create New to allow duplicate Thought names and not link to the original Thought with the same name Click Cancel Paste to abort the operation   Brain Maintenance Backing Up Your Brain You can back up your Brain by using PersonalBrain’s BrainZip feature to create a compact file containing all the information used by your Brain. PersonalBrain User Guide 219 . In this case. preferably not in the same physical location as your computer in case of a fire or other emergency. See the previous section for a description of how to create BrainZip files. select the option of your choice from the drop-down list and then click the OK button. Figure 245. Handing Duplicate Thought Names  Click Link to (Thought name) to avoid inserting a new Thought with an existing name and. instead. Everything in your Brain can be recreated from a BrainZip with the exception of externally linked files. Pasting an Outline from Another Application 3. We recommend storing your backup in a safe location.

” respectively.Brain Maintenance You can also back up your Brain by simply copying the . is all stored inside the _brain folder. See the following section for more information on where your Brain data is stored. PersonalBrain User Guide 220 . PersonalBrain uses its own database to track the relationships between all information in your Brain. Each Brain you create is stored in a file with the extension “.brain” and folder that has a name ending in “_brain. If you have named a Brain “Pat Green. This database.” its file and folder will be named “Pat Green. as well as the search index and other information.brain file and _brain folder.brain” and “Pat Green_brain. Looking Under the Hood: Where Your Brain Stores Content The data for your Brain in stored in the folder that you specified when you created it.” The file and folder must be kept together in order to work properly. This defaults to your user folder where your other documents are or the “My Brains” folder if you upgraded from an earlier version of PersonalBrain. Attachments for your Thoughts are stored in the “Files” subfolder of the _brain folder. The size of a _brain folder depends on how many Thoughts it contains and how much content is associated with each Thought. however this method will take more time and occupy more storage space.

Project Management Brain With PersonalBrain’s visual interface you can create an all encompassing view of your projects to see even the most complex relationships more intuitively. PersonalBrain User Guide 221 . You can even create Thoughts for each phase of your project. Under these Thoughts you can spin off additional Thoughts with all the resources you need to achieve each goal. Perhaps these ideas will help you design and develop Brains that fit your personal needs. Create a Thought for each project goal and objective. Your project brain will help you take control of your information and execute more effectively.Some Sample Brain Applications Some Sample Brain Applications The following examples are provided to help you get your creative juices flowing. Note that topics in these examples could easily all simply be sections within a larger Brain. Many people find that keeping a single Brain suits their style of working and thinking better than separating information into different Brains.

watch our recorded highlights from our last Web event on project management at: http://www.com/site/about/events/projectmanagement/default.Some Sample Brain Applications You can also have a Thought that links all your active projects for fast access.html PersonalBrain User Guide 222 .com/from-ideas-to-action/ Or. For more information on using your brain for project management go to: http://blog.thebrain.thebrain.

or your pet parrot. Special interests are even more special when you can “instant activate” them on a moment’s notice or link to your buddy who you are going to the game with. You can use TheBrain’s search Web feature with your favorite search engine to find the best web sites on your hobby. Then drag and drop links into your Brain.Some Sample Brain Applications Hobby and Special Interest Brain Whether it’s baseball. adding a Thought on your latest preoccupation or hobby is very satisfying. antiquing. PersonalBrain User Guide 223 .

PersonalBrain User Guide 224 .com/recordings. see the “Mind Mapping your Passion” recorded event at http://www. This is just plain fun! For more information on building a Brain for your special interests.thebrain.Some Sample Brain Applications You might be surprised at how quickly you can develop a personal resource on your favorite sport or hobby that becomes invaluable to you as you pursue your passion. Don’t forget to copy and paste Thought icons to your hobby Thoughts for extra pizzazz.

You can also use this area of your Brain to create a list of cities that interest you so you can link to activities that you might like to do there sometime down the road. Plus. hotels and tourist attractions. Even if you’re not a jetsetter. drag and drop its Web page into your Brain to create a Thought for it. when you do go you’ll be sure not to have forgotten anything! PersonalBrain User Guide 225 .Some Sample Brain Applications Travel Brain We live in a global village of cities and countries. you’ll be able to see the places you should visit based on all the things you want to see there and the people you want to visit. this section of your Brain is invaluable to anyone who wants to maximize their time in the right places when away from home. For instance. Create a Thought for the location you are visiting: link to key destination sites. In time. if there is a specific hotel you like.

If you are into scanning receipts or important documentation PersonalBrain makes it easy to store and categorize this information. You can also add a Thought for “Bills paid” and add in any notes on dates bills are due or when they were last paid. watch our recorded seminar at: http://www.com/recordings PersonalBrain User Guide 226 .Some Sample Brain Applications Personal or Business Finance Brain Staying on top of your Finances and planning for the future is a daunting task for everyone. financial assets and research on your future. For more information on using your Brain for personal finance. Your Brain makes it easy by giving you a complete picture of all your upcoming bills. This is also a great place to link to any online bill paying or banking sites that you may use.thebrain. For more time sensitive and important items like property taxes you can create separate Thoughts and set a calendar item so PersonalBrain will remind you when they are due.

and the strengths and weaknesses of your competition. A product or feature might fit under multiple concepts and ideas. For more information on using creating brains to understand your business landscape. watch our recorded event at: http://www. This can only be visualized associatively with one Thought having multiple parents and connections. competing strategies.html PersonalBrain User Guide 227 .Some Sample Brain Applications Research and Analysis Brain PersonalBrain is ideal for aggregating information on hot products. With PersonalBrain the full context is captured and powerful analysis is enabled with a few connections. crossing genres so to speak. For example. often relationships between product genres will cross various categories.thebrain. in product analysis.com/site/about/events/landscape7/default.

Some Sample Brain Applications “My People Network” Brain Frank used to have a rolodex file (and before that a “little black book”) where he kept all his names and address but it got unwieldy. Having used PersonalBrain for a while he’s come to the conclusion that it would be most efficient to just keep a separate Brain for this purpose. Then. relatives. not only can he look up information quickly. Here’s what Frank’s “My Address Book” Brain might look like: PersonalBrain User Guide 228 . but he can readily see relationships he might have otherwise missed and he can easily track who knows who and how he met people. and acquaintances electronically. He’s a technically savvy guy and knows there are lots of applications available for keeping track of his friends.

the active Thought is a child of any Thought that appears above it in the parent zone. its content. its links. it disappears when you begin working in another application and is replaced by the Brain button. PersonalBrain can create multiple Brains. Forgotten Thoughts can be “remembered. Forgotten Thoughts can be “remembered.” A Thought that is removed from PersonalBrain without deleting it. To use this feature. Only the active Thought can be opened by clicking it. In turn. The complete removal of a Thought and/or its content from a Brain. below the active Thought. its pin. The active Thought’s details are described in the Thought tab.Glossary Glossary Activate Active Thought To bring a Thought to the center of the Plex and make it the active Thought. or photo editor. its content. A collection of associated Thoughts each of which can have content.” Application Brain button Brain Child Thought Delete Drag and drop Forget Forgotten Thought PersonalBrain User Guide 229 . game. Children of the active Thought appear in the child zone. or its note. A Thought that is not active can be activated by clicking it. Web browser. database. select the item you want to drag. To remove a Thought from PersonalBrain without deleting it. Deletion is permanent. The active Thought occupies the center of the Plex. A program such as a word processor. click the mouse button and drag the item to where you want it to appear. Click the Brain button to show the PersonalBrain window or attach files by dragging them to the Brain button. or its note. When PersonalBrain window is set to Auto Hide. A Thought with at least one parent. its links. or its name in a list and pressing Enter. The Thought you are working on right now.

below it. Parent Thoughts of the active Thought appear in the parent zone. the first Thought in a Brain (generally named after the user) is a parentless Thought. The act of connecting Thoughts thereby establishing close relations.” each of which is used to link to a specific relation: The parent gate is above a Thought. the line connecting two Thoughts in the Plex. displayed in the Notes tab of the Tools window. Activating a jump Thought produces a more significant reconfiguration of the Plex than activating a child Thought or parent Thought. A gate is hollow when there are no links through it. The active Thought is a parent of any Thought displayed in its child zone. The Home Thought is the main or top Thought of your PersonalBrain. or shortcuts. A parent Thought is linked to its child Thoughts through its child gate.Glossary Gate The active Thought and its close relatives have three circular “gates. sound. Home Thought Jump Thought Link Link Type Navigate Notes Parent Thought Parentless Thought PersonalBrain User Guide 230 . A category of links that allows you to distinguish how Thoughts are related visually. A parentless Thought is often a jump Thought or a Thought representing a subject heading or organizer. The Notes function includes a word processor. For example. the child gate is below it. and solid when links exist. A jump Thought is linked to another Thought through its jump gate and appears in the jump zone to the left of the active Thought. It is the Thought that is activated when you click the Home button in the PersonalBrain toolbar. This is because jump Thoughts of the active Thought are related exclusively to the active Thought and not to other Thoughts in the Plex. you could have a Link Type called “writes” set so that links between authors and books display brown with the label “writes. Usually.” To move from Thought to Thought by activating Thoughts. Also. images. A Thought that has at least one child. Notes can hold any combination of text. and the jump gate is beside it. above the active Thought. A Thought without a parent Thought. Every Thought can have Notes.

or Web page. A pin is created by dragging a Thought to the area immediately below the menu bar. to the right of the active Thought. A Thought can represent anything the user wants it to. The visible portion of your Brain. its siblings are displayed in the sibling zone. Two or more Thoughts with a common parent. For example. An entry point to a Brain. A Thought that has been removed from the Plex by “forgetting” can be remembered by dragging a Link from it to any existing Thought in the Plex window that is not forgotten. or it can be devoid of content and simply act as a subject heading or organizer. and the links between them.Glossary Past Thought list The scrollable list of Thoughts at the bottom of the Plex. A file used as the basis for creating other files. Type text in this field to perform an Instant Activation search. its close relations. Click a pin to activate its Thought. Pin Plex Remember Search field Search button Siblings Template Thought Thought Type PersonalBrain User Guide 231 . The field to the left of the Search button at the bottom of the Plex. you can have a “Person” Thought type so that all Thoughts that are people display as green. The basic unit of a Brain. When a Thought that has siblings is active. Template files can be added to the window of the Add Attachment dialog box. and navigation tools. A Thought can have content in the form of a file. The button at the bottom of the Plex that is used to perform an extended search for the item typed in the Search field. the Past Thought List. shortcut. The most recently activated Thought is the rightmost Thought in the list. It also includes the Search box. You can also create a pin of the active Thought from the Thought menu. includes the active Thought. A way to categorize Thoughts and give them distinct colors. arranged in the order activated. The pin stays there until it is removed by being dragged into the menu bar or title bar.

The option to step randomly through PersonalBrain. or when you want to remove a superfluous link. and the sibling zone to its right. URL Virtual Thought Wander Zones PersonalBrain User Guide 232 . Universal Resource Locator. the address of a Web site. A Thought created when a folder is dragged into PersonalBrain. Virtual Thoughts are not searchable. You cannot unlink a Thought’s only Link to the active Thought. There are four zones: the parent zone above the active Thought.Glossary Unlink Unlink Thoughts that you no longer want to be related to any other Thought in your Brain. the child zone below it. Areas in the Plex devoted to specific relations of the active Thought. to let you see Thought associations. the jump zone to its left.

105 Color. 71 Attachments · 89.Index Index A Activate · 228 active Thought · 4 Active Thought · 228 Address Book · 194 Advanced tab · 63 Analyze Main Thoughts · 139 anchor Thoughts · 129 attachments · 20. 103. Preferences · 58. 110 copy formatting · 148 copy outlines into a Brain · 216 copy Thoughts into another program · 212 counting words · 155 create multiple Thoughts · 15 create Thoughts · 14 custom reports. 115. 116. 126. 109. 202. 182. 88. 228 circle highlight · 15 Collapse All · 123 collapse Thought · 128 color · 87. 231 Child Thought · 6. 96. create · 201 button bar · 13. 137. 183 case-sensitivity · 138 Child · 229. 210 F filename extensions · 7 filter display · 133 Forgetting Thoughts · 228 forgotten Thoughts · 76 Format Painter button · 148 G gate · 7 PersonalBrain User Guide 233 . 110. 92. 110 dragging sticking · 129 Dragging · 82. 25. save as · 177 D Date and Time Format · 155 default Brain settings · 38 delete a Thought · 77 Details tab · 190 Dismiss event · 183 display filtering · 133 Drag and drop · 107. 112. snooze · 183 events · 180 Excel · 211. 104. 216 Expand All · 123 expand Thought · 128 Expanded Thoughts · 124. 186 Expanded view setup · 59 export to a Web page · 208. 215. delete · 177 custom reports. create · 175 custom reports. 113. 195 ESP Sync · 136. auto-hide · 39 Brain window. open · 176 custom reports. 61 compatibility · 8 Compatibility · 8 convert older Brains · 8 copy a Thought to another Brain · 73 copy a Thought within a Brain · 71 copy and paste · 109. 180. 146. 138 Event. 106. 109. 229 C Calendar · 178. float · 39 BrainZip · 201. 228 drop shadows · 87 duplicate of a Thought · 73 E Email Attachment Using Mail command · 194. 33. 190 Auto Hide · 228 Auto Hide button · 228 auto-hide mode · 16 B backgrounds · 87 Backup Brain · 198 Brain window. 17. save · 176 custom reports. 111. manage · 176 custom reports. 218 BrainZip.

117. 111. 191 P Parent · 229 parent Thought · 5 Parentless Thoughts · 229 Past Thought list · 34. 230 Pasting Outlines · 213 PersonalBrain · 1 PersonalBrain toolbar · 49 PersonalBrain window · 10 pictures for attachments · 111 pictures for Thought types · 99 Pins · 17. 16. 229. 151. Preferences · 51 Google Calendar · 184 guided tour · 10 H Home Thought · 229 Horizontal Rules · 149 I iCal · 194 icons removing · 95 zoom · 95 images attaching · 93 importing · 213 Instant activation · 19. 17. 190. 79. 230. 155. 132. 186. 48. 110. 34.Index Gates filled · 229 hollow · 229 Jump · 229 Parent · 229 Sibling · 229 General . 104. 229 properties · 103 Link an event · 185 Link by dragging · 83 Link by Selecting a Thought in the Create Child Dialog Box · 84 Linking existing Thoughts · 82 Look & Feel. 50. 33. 149. 147. 31. 231 panning · 129 scaling · 128 Plex. 21. 230 create · 82 pins. 8. 207 Past Thought List · 34. 19. hiding · 135 pins. 76. 3 Outline view · 123 Outline view setup · 59 outlines · 212 Outlook · 113. 137. 188. move and resize · 44 Preferences · 162 Preferences dialog box · 50 Presentation mode · 135 previous version of PersonalBrain · 7 PersonalBrain User Guide 234 . 122. 38. 129. 148. 32. 136. 5. Preferences · 53 M Mail integration · 194 merging entire Brains · 215 Mini-Mode · 43 mouse wheel · 129. 127. 164 Instant Activation field · 36 J Jump · 229 jump Thought · 6 Jump Thought · 229 K keyboard shortcuts · 64 L label Thoughts · 92 Language. 108. 188. 118. 44. create · 33 Pins. remove · 34 Plex · 4. 83. change default · 53 Last Expanded · 127 link · 7 labels · 102 Link · 82. 145. 164. 153. 228. 82. 128. 147. 189. 190 images · 154 O Operating Systems · 2. 106. 49. 132 Move File into Brain command · 110 multiple platforms · 2 multiple Thoughts · 78 de-select · 79 select · 79 N New Expanded · 127 Notes · 118.

49 Wander Animation Setup · 64 Web page attachments · 21 WebBrain account. virtual · 117 Tool tabs · 140 Transparent mode · 39 U UI. 80 semicolon trick · 15. 18. 82. 206 Q quick-pick menu · 173 R recurring events · 180 redo and undo actions · 74 relationships. 128 images · 93 relocacting · 129 sizing · 88 Thoughts. 230 collapsing · 127 distance between · 129 expanding · 127. 16. 163 Templates · 230 Themes · 45. change using links · 85 Remember · 230 reminders · 181 rename Thoughts · 75 Replace Attachment Locations · 165 Reports · 173 Reset Tools Layout · 144 S Save as · 112 Save Expanded view · 130 screen captures · 93 scroll bars · 132 Search file attachments · 196 Search.Index Print using a white background · 187 printing · 186 Publish your Brain · 197. 70 Send to PersonalBrain · 57 Sibling · 230 sibling Thought · 6 spell checker · 147 sticking Thoughts · 129 super type · 100 Swap Thought name and label · 71 Switch button · 71 Switch View button · 121 Synchronize Brain · 197 T tables · 149 Tags · 159. create · 206 Welcome screen · 11 Word · 211. creating multiple · 69 Thoughts. 46. 215. select multiple · 78 Thoughts. forget · 76 Thoughts. insert · 152 Use the Create Child Dialog Box to Link · 84 V view expanded · 124 virtual Thoughts · 117 Visible Thought Types · 96 W Wallpaper · 48. 3. unlink · 81 Thoughts. 216 Word outlines · 213 Z Zones · 231 Child · 231 Jump · 231 Parent · 231 Sibling · 231 PersonalBrain User Guide 235 . 64 searching · 165 selection · 79. 62. Preferences · 59. 47 Thought Types window · 98 Thoughts · 1. Preferences · 56 undo and redo actions · 74 Unlinking Thoughts · 231 URL · 231 URL.

Sign up to vote on this title
UsefulNot useful